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HomeMy WebLinkAboutApril 23, 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-heig~szmn.us ADMINIS TRA TION April 20, 200I Mayor Gary L, Peterson Councilmembers Marlaine Szurek Julienne Wyckoff Brttce Nawrocki Robert A. Williatns CIty Manager ~Valter R. Fehst The following is the agenda for the regular meeting of the City Council to be held at 7:00 p.m. on Monday, April 23, 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, prol~ams, 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 anrangements. (TDD/706-3692 for deaf or hearing impaired only) CALL TO ORDER/ROLL CALL 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 April 9, 2001, regular City Council meeting as presented. 2) Establish Work Session Meeting Dates for Monday, May 7, 2001 and Monday, May 21, 2001; and a joint meeting of the School District and Councils of Fridley, Hilltop, and Columbia Heights on Thursday, May 17, 2001; and to reschedule the May 28 City Council meeting to Tuesday, May 29, 2001. MOTION: Move to establish Work Session meeting dates for Monday, May 7, 2001, at 7:00 p.m., and Monday, May 21, 2001 at 7:00 p.m. at City Hall. MOTION: Move to establish a joint meeting date with the District 13 School Board, and Councils of Fridley, Hilltop and Columbia Heights to be held on Thursday, May 17, 2001 at 5:30 p.m. at the Columbia Heights High School Family Center. MOTION: Move to reschedule the May 28 regular City Council meeting to Tuesday, May 29, 2001 at 7:00 p.m. in the City Hall Council Chambers. THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS Of DISABILITY In EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER City Council Agenda April 23, 2001 Page 2 of 5 3) Authorize Application for Federal FIRE Act Grant Funding MOTION: Move to authorize Fire Department staff to prepare a grant proposal for personal protective equipment for 34 fire fighting personnel in the amount of approximately $23,000.00. 4) Authorize Firework display and to seek bids for 2001 Jamboree Fireworks MOTION: Move to authorize fireworks on Saturday, June 23, 2001 in conjunction with the Jamboree activities and to seek bids for a $6,000 fireworks display with $3,000 appropriated from fund 101-45050-4378 5) Authorize to seek bids on refinishing of wood floor in Murzyn Hall MOTION: Move to authorize staff to seek bids for the refinishing of the wood floor in the main hall of Murzyn Hall with the funds to be appropriated from account 101-45129-4000. 6) Authorize to seek bids for purchase of scoreboard to be installed on Huset Park Ball Field #5. MOTION: Move to authorize recreation staff to seek bids for the purchase of a new scoreboard to be installed on Huset Park Ball Field #5 to be purchased from account 881-45001-5180. 7) Authorize changing Support Company for Document Imaging System MOTION: Move to authorize the Mayor and City Manager to purchase annual LaserFiche maintenance agreements through Enterprise Network Systems at a current cost of $3,825 plus sales tax, and to continue purchasing annual maintenance agreements through ENS as long as ENS service is acceptable. 8) Authorize Wireless Network Connection Between City Hall, Parkview Villa and Top Valu Liquor MOTION: Move to authorize the Mayor and City Manager to enter into an agreement with Marco for the installation of a wireless network connection betwean City Hall, Parkview Villa and Top Valu Liquor based on their proposal at a cost not to exceed $13,000. 9) Authorize Insurance Coverage from 05/09/2001 to 05/09/2002 MOTION: Move to authorize the Mayor and City Manager to enter into an agreement with A. J. Gallagher & Co. to be recognized as our Agent of Record for the City's insurance package. 10) Telephone System Upgrade for Caller ID MOTION: Move to direct staff to further research the issue of adding Caller ID to the City's telephone system and to present an evaluation of the pros and cons to the City Council as part of the 2002 budget preparations. 11 ) Authorize School Based Partnership Grant Evaluation Contract MOTION: Move to approve the attached contract between the City of Columbia Heights and Professor Richard Lawrence for the review and validation of the data collected in our Federal School Based Parmership Grant and to authorize the Mayor and City Manager to enter into a contract for the sallle. 12) Authorize purchase of Speed Trailer from Federal Equipment Block Grant MOTION: Move to authorize the purchase of a Kustom Signal Smart Model I Speed Trailer in the amount of $13,840 plus tax, with funding to come from the 2001 Federal Equipment Block Grant 276-42113, and that the Mayor and City Manager be authorized to enter into a contract for same. City Council Agenda April 23, 2001 Page 3 of 5 13) Authorize Transfer of Funds fi'om General Fund to Police Department 2001Budget Overtime Line #1020 MOTION: Move to transfer $2,873.36, the total amount of money received from the State of Minnesota via Anoka County for our efforts in transporting inebriated individuals to detox from the General Fund to the Police Department 2001 Budget line #1020 overtime. This would be done to assist in covering the costs of overtime to staff this function. 14) Authorize Transfer of Funds from General Fund to Police Department Budget to Re-pay Overtime Fund MOTION: Move to transfer $1,873.32, the total amount received from Unique Thrift Store, for off duty security worked, from the General Fund to the Police Department 2001 Budget under line #1020, Police Overtime. 15) Authorize replacement of Unit #223,Toro Grounds Master 580-D Lawnmower MOTION: Authorize the purchase of one (1) new Toro Grounds Master 580-D Lawnmower, from the Minnesota State Purchasing Contract price of $69,606 less the trade-in of($16,500) for a total purchase price of $53,106 plus sales tax, from MTI Distributing, Plymouth MN, with funding allocated from Parks Capital Equipment. 16) Authorize the replacement of Unit #200: Ford RF350 4x4 One Ton Damp Track, and Unit #200A: a 8'x6' Westem Snow Plow MOTION: Move to authorize the replacement of Unit #200 with one (1) new Ford Super Duty 450 4x4 chassis under the State of Minnesota Purchasing Contract from Airlake Ford-Mercury, Lakeville, MN in the amount of $29,821, plus sales tax. Funding shall be divided equally from the Sewer and Water Capital Equipment Replacement Funds. MOTION: Move to authorize the purchase of the damp box and snow plow package from Track Utilities MFG., Co., 2370 English Street, St. Paul, MN, in the amount of $16,310, plus sales tax. Funding shall be divided equally from the Sewer and Water Capital Equipment Replacement Funds. 17) Adopt Resolution No. 2001-36, being a resolution accepting bids and awarding the 2001 Miscellaneous Concrete Repairs MOTION: Move to waive the reading of Resolution No.2001-36, there being ample copies available to the public. MOTION: Move to approve and adopt Resolution No. 2001-36, being a Resolution accepting bids and awarding the 2001 Miscellaneous Concrete Repairs and Installations, Municipal Project #2001- 00 to Ron Kassa Construction, Inc., of Elko, Minnesota, based upon their low, qualified, responsible total bid in the amount of $43,388.30 with funds to be appropriated from Fund 401-50100-4000; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. 18) Authorize Award of 2001 Street and Parking Lane Striping proi ect MOTION: Move to award the 2001 Street and Parking Lane Striping project to AAA Striping Service Co., of Rogers, Minnesota, based upon their low, qualified, responsible bid in the amount of $4,771.81, with $4,142.83 to be appropriated from Fund 212-43190-4000 and $628.98 to be appropriated from Fund 101-43170-4000; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. City Council Agenda April 23, 2001 Page 4 of 5 19) Approve Business License Applications MOTION: Move to approve the items as listed on the business license agenda for April 23, 2001. 20) Approve Payment of Bills MOTION: Motion to pay the bills, as listed, out of the proper fund. 5. PROCLAMATIONS, PRESENTATIONS, RECOGNITIONS AND GUESTS A) Proclamations 1) 2001 Arbor Day and Arbor Month Proclamation Lauren McClananhan will be present to explain the Arbor Day activities 2) 2001 Mayor's Prayer Breakfast Proclamation 3) 2001 Loyalty Day Proclamation B) Presentations 1) Values First Community Recognition Award - Barb Warren a) Lion's Club b) Northeast Bank C) Introduction of New Employees 1) John Nordlund - Park Maintenance 2) Lee Johnston - Library Clerk 3) Larry Scott - Liquor Operations Manager D) Recognition PUBLIC HEARINGS A) Close the Public Heating for Revocation/Suspension of Rental Housing License at 4032 Van Buren Street NE MOTION: Move to close the Public Hearing regarding the Revocation or Suspension of the Rental License held by Scott Owens, regarding rental property at 4032 Van Buren Street NE, in that the property is in compliance with the Residential Maintenance Code. ITEMS FOR CONSIDERATION A) Other Ordinances and Resolutions B) Bid Considerations C) Other Business 8. ADMINISTRATIVE REPORTS A) Report of the City Manager 1) Upcoming Work Session Items B) Report of the City Attomey 9. GENERAL COUNCIL COMMUNICATIONS A) Minutes of Boards and Commissions 1) MeetingofthePlanningandZoningCommissionheldonApfil3,2001 2) Meeting of the Economic Development Authority held on march 20, 2001 City Council Agenda April 23, 2001 Page 5 of 5 10. CITIZENS FORUM (At this time, citizens have an opporttmity to discuss with the Council items not on the regular agenda. The citizen is requested to limit their comments to five minutes. Please note the public may address the Council regarding specific agenda items at the time the item is being discussed.) 11. ADJOURNMENT Walter R. Fehsi, City Manager W'F/pvm OFFICIAL PROCEEDINGS COLUMBIA HEIGHTS CITY COUNCIL REGULAR COUNCIL MEETING APRIL 9, 2001 The regular meeting of the City Council was called to order at 7:10 p.m. on Monday, April 9, 2001 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, Minnesota. CALL TO ORDER/ROLL CALL Present: Councilmember Szurek, Wyckoff, Nawrocki, and Mayor Peterson. Councilmember Williams arrived at 7:40 p.m. PLEDGE OF ALLEGIANCE ADDITIONS/DELETIONS TO MEETING AGENDA Nawrocki requested that the second reading of Ordinance #1428, Zoning and Development Ordinance be removed from the agenda, to allow for further discussion by the Council and so that more information can be made available to the public. Fehst stated information would be included in the City Newsletter, which will be sent to the printer in a few weeks. Nawrocki stated changes discussed at the work session meeting should be made as amendments. Peterson indicated that the Planning and Zoning Commission Chairman would like to see this reading of the Ordinance proceed. Tom Ramsdell, Planning and Zoning Commission Chairperson, informed Council of the time spent and meetings that were held over the last two years, dedicated to the revision of the Zoning and Development Ordinance. He stated that there was also a public open house and a joint meeting with the City Council to explain revisions and answer questions. Nawrocki expressed concern that Council fully understand the proposed ordinance. Jim Hoe~, City Attorney, indicated Council couM take action, table, or remove this item from the agenda. Nawrocki suggested holding additional work sessions for discussion, and that a zoning map be made available to the public at City Hall and at the Library. He suggested that residents present be allowed to make comments at this meeting. Staff indicated that a sign up sheet was available if residents present wished to personally be invited to additional work sessions discussing the proposed ordinance. Hoe~ stated this would technically remove the Ordinance from the agenda, but could be discussed on the citizens forum. CONSENT AGENDA A) MOTION by Nawrocki, second by Szurek, to remove item #5, correct the minutes of March 19, 2001, and to approve the Consent Agenda items as follows: 1) Minutes for Approval a) Motion to approve the minutes of the March 26, 2001, regular City Council meeting as presented. b) Motion to approve the April 2, 2001 Board of Review meeting as presented. c) Motion to approve the March 19, 2001 Zone 5 Public Improvement Hearing, as presented. Nawrocki corrected page 3, item D, paragraph 4, to include the word "to see if ". City Council Minutes April 9, 2001 Page 2 of 8 2) Establish Work Session Meeting Date for Monday, April 16, 2001 and cancel Joint School Board meeting of April 18,2001 Motion to establish a Work Session meeting date for Monday, April 16, 2001 at 8:00 p.m. in the City Hall Conference Room 1; and cancel the joint meeting of the School Board, and Councils from the cities of Fridley, Hilltop and Columbia Heights for Wednesday, April 18, 2001. Fehst stated the date of April 18 was not acceptable to either the City of Fridley or the School District. Fehst listed proposed work session items for April 16, 2001: Transfer funds for review of the School Based Partnership Grant Purchase of Speed trifier Transfer Police Overtime funds Transfer quarterly payment for store security, to Police fund Grant application to National Fire Administration - asking for up to $22,100 Replacement of lawn mower Replacement of 15 year old dump track and plow Consideration of bus benches and news stands ordinance- this is modeled after the St. Paul ordinance Changing support company for document imaging system Wireless computer connections to Parkview Villa, Library, and Liquor store Phone system upgrade for caller ID Commercial package insurance renewal Consider purchase of lots in Columbia Heights Discuss bond issue for water and sewer improvements Nawrocki asked that this meeting be held at 8:00 p. m. instead of 7:OO p. m. Peterson stated he had no problem starting later, but that the 10:30 curfew would remain. Wyckoff and Szurek agreed. Motion by Nawrocki to set April 30, 2001 at 7:00 p.m. to discuss the proposed Zoning and Development Ordinance. Second by Szurek. All ayes. Motion carried. 3) Authorize contract with Phil Suckerman for Transitional Liquor Management Services Motion to authorize the Mayor and City Manager to enter into a consulting contract with Phil Suckerman for consulting services at an hourly rate of $100 per hour with the total hours not to exceed 150 hours and to pay transportation, meal and lodging expenses related to the contract. Nawrocki asked if there was a "not to exceed amount" on expenses. Fehst stated these costs would be limited to "reasonable ". 4) Authorize payment to the Municipal Beverage Association to oppose legislation allowing the sale of wine in grocery stores. Motion to authorize the payment of $10,000 to the Minnesota Municipal Beverage Association as dues to oppose legislation allowing the sale of wine in grocery stores. 5) Estab~ishHea~ngDateregardingLicenseRev~cati~n~rSuspensi~n~fRenta~Pr~pertiesat4~32 Van Buren Street NE - Removed 6) Approve Rental Housing License Applications Motion to approve the items listed for rental housing license applications for April 9, 2001. City Council Minutes April 9, 2001 Page 3 of 8 Nawrocki indicated item F-4675 did not list an address. 7) Approve Business License Applications Motion to approve the items as listed on the business license agenda for April 9, 2001. 8) Approve Payment of Bills Motion to pay the bills, as listed, out of the proper fund. Nawrocki stated he changed his mind and wouM now like to have the detailed list of the bills. Peterson requested all Council members and the meeting room packet get a copy of the detailed bill list. Upon vote: Williams, aye; Szurek, aye, Wyckoff, aye; Nawrocki, aye; and Peterson aye. All ayes. Motion carried. Item #5 Establish Heating Date regarding License Revocation or Suspension of Rental Properties at 4032 Van Buren Street NE Nawrocki stated he previously asked for more information as to why each hearing was called. Fehst stated that Council majority felt this information wouM be available when and if a hearing were held. Williams arrived at 7:40 p.m. Peterson stated that by establishing a hearing date the owner almost always completes the requirements; and if the hearing is held, violations and history of the property are listed and discussed. Peterson had no desire to change this format. Wyckoff wished to respect the privacy of these people, and suggested contacting Dana Alexon, Assistant Fire Chief for additional information requests. Szurek stated her trust in the Inspections Department and their knowledge of the licensing code. Williams agreed. Nawrocki indicated the responsibility of knowing why the hearing was being called. He requested a few short sentences describing the reasons would be sufficient. Fehst indicated staff could get this information to Council member Nawrocki in advance of the meeting. Motion by Williams, second by Szurek, to establish a Hearing Date of April 23, 2001 for revocation or suspension of a License to operate a Rental Property within the City of Columbia Heights against Scot Owens at 4032 Van Buren Street. Upon roll call vote: Willjams, aye; Szurek, aye; Wyckoff, aye; Nawrocki nay; and Peterson aye. 4 ayes, 1 nay, Motion carried. PROCLAMATIONS, PRESENTATIONS, RECOGNITIONS AND GUESTS Proclamations - none Presentations: Malcolm Watson, 1717 49th Avenue NE, past City Manager, stated April 1 O, was his 50th anniversary of beginning work with the City of Columbia Heights. He started in the Engineering Department. He gave a brief history of Columbia Heights. At that time, the population was 8,000. The post warpopulation grew to over 24,000. Land acquisitions in 1954 and 1955 brought the town to its current limits. He explained the installation of oversized utilities, looking to the future growth of the town. He was City Manager from August 1957 to August 1977. He listed many of the employees at that time. Watson gave information on Hilltop and Keyes Park. He thanked everyone for the memories. City Council Minutes April 9, 2001 Page 4 of 8 Mayor Peterson thanked Mr. Watson. Mayor Peterson moved the Citizen Forum portion of the meeting up so residents couM make comments on the proposed Zoning and Development Ordinance. CITIZENS FORUM Fehst indicated that some residents thought this Ordinance would change the zoning of their property. He stated there would not be any zoning changes on any residential property. Nawrocki questioned if the land uses and the zoning map in the Comprehensive Plan were consistent with the existing zoning in the city. Tim Johnson, City Planner, stated the Comprehensive Plan designates future land uses. Nawrocki stated that State Statutes mandate that the Comprehensive Plan take precedence over the land uses as interpreted in a zoning ordinance. Hoe~ summarized what the State Statute covers. Johnson felt both the proposed ordinance and the Comprehensive Plan are consistent, however, there are situations that are grandfathered in. Nawroctu' questioned how the Master Plan fit into this. Fehst stated that, with direction from Council, the Master Plan has been sent back to committee. Joe Wolney, 542 Summit Street, was concerned that his property was zoned R-3, as he thought it was R- 2, and asked for the definition of R-3. He was concerned that the integrity of neighborhoods would be degraded by classifcation of R-3. Fehst stated, for clarification, that none of the properties in town have been rezoned, and are the same as 1974. Peterson indicated a work session would be held on April 3Gsh at 7:00p. m. for further input. Wolne. v questioned the process to up-zone his neighborhood. Johnson stated the process includes filing an application, which goes before the Planning and Zoning Commission to determine if the area is improperly zoned. Hoe~ indicated the rezoning process will not change from the old to the new ordinance. NawrocM stated that usually a petition is received from the neighborhood. Joyce Shellito, 403 Summit Street, questioned when this property went from R-2 to R-3. Johnson will research if there was a change. Tom Crotty, 3964 Van Buren, asked if there were still plans to move City Hall. Fehst stated that at this time there is not. Crotty was upset that the proposed Master Plan would be revised to allow higher densities. Nawrocki asked if Council adopted a Master Plan. Fehst stated that it was adopted in concept, but suspended the portion of up-zoning 40th Avenue for higher densities. Nawrocki questioned if the Met Council has approved our Comprehensive Plan. Fehst stated that they still have concerns on the Rice Creek Watershed Douglas Franzen, 4246 Quincy Street, stated the Library copy of the Comprehensive Plan is a draft. Fehst stated that is the same copy submitted to the Met Council for approval. Franzen also stated that copies of the ordinances at the Library are not up to date. Fehst stated this is because the City Code is currently being revised He indicated that when the City Code is revised and approved, it would also be available at the Library and on the City's web page. Lisa Fischer, 3977 Quincy, questioned the Met Council requiring more affordable housing in the Comprehensive Plan. Johnson indicated that the Comprehensive Plan is a 10 to 20 year projection of appropriate uses of land, and the Met Council reviews the plans to see that all surrounding communities fit together and address transportation needs. City Council Minutes April 9. 2001 Page 5 of 8 Wyckoff pointed out that the proposed ordinance would make it easier for residents to build a double car garage on small lots and prohibit pole buildings like the one presently at the Merit Siding location. Clark Smith, 411 Summit Street, was concerned that the Met Council could force more affordable housing in areas such as his that are zoned R-3. Hoeft stated that the Met Council does not set housing standards, but a private entity could submit a plan for consideration. Hoe~ indicated that the proposed Zoning Ordinance does not rezone any property, but if property owners want to initiate rezoning they can do so. Peterson pointed out that there are several multiple homes in this area now, and if the zoning were changed that these building wouM become non-conforming. Nawrocla' gave the history of the Met Council's involvement with housing and their technical expertise used to assist communities. Williams thanked the residents for their comments. Peterson stated that all residents are encouraged to get involved with all planning processes by attending public meetings or joining planning committees. Harold Hoium, 4321 5th Street, stated that last Tuesday the City Hall doors were locked before the Planning and Zoning meeting, and he called the Police Department to open them. Peterson stated that was the correct thing to do. Fehst will research the problem. B) Introduction of New Employees 1) John Nordlund was not present and will be introduced at the next meeting. C) Recognition PUBLIC HEARINGS Second reading of Ordinance No. 1428, being an Ordinance mending Ordinance No. 818 pertaining to Zoning and Development - Removed from the agenda by Mayor Peterson. ITEMS FOR CONSIDERATION Other Ordinances and Resolutions - none Bid Considerations - none Other Business 1) Conditional Use Permit Case #2000-0406, 508 40th Avenue NE. Johnson indicated this Conditional Use Permit is to allow a second floor living space, and listed conditions applicable to this specific situation. Johnson stated the unit is not currently licensed and has been occupied for several months. Discussion included a small area behind the building which is not paved, and whom the property belonged to. Hoefi indicated the City has been unable to determine who the owner of this area is, and therefore, has been unable to require any specific party to pave it. However, the apartment claims prescriptive easement rights. Peterson would like this brought into compliance as soon as possible and requested that Kevin Hansen, Public Works Director, determine the cost to complete the unpaved portion and complete the project within six months. Johnson read the requirements to approve the Conditional Use Permit, and gave the reasons for each. The Planning and Zoning Commission's intention was to send a clear message that the site needs to be cleaned up and maintained. Harold Hoium requested removal of the retaining wall so wheelchairs can pass and to allow room for snow removal. Hoe~ indicated the Public Works Department should research if this wall encroaches on the public right-of-way. City Council Minutes April 9, 2001 Page 6 of 8 Hoefl explained that if the owner wants to rent the second floor apartment, the pole barn would have to be demolished, but if they choose not to rent the apartment they would not have to remove the pole barn. Hoe~ stated the owner appeared willing to remove the pole barn. Hoe~ stated the 500 Club is closed for~nancial reasons. Motion by Szurek, second by Wyckoff, to approve the conditional use permit to allow a dwelling unit on the second floor of the building at 508 40th Avenue NE, subject to that all listed conditions will be met: 1. All required State and local codes, permits, licenses and inspections shall be met and in full compliance. 2. At no time shall any space directly associated with the dwelling unit occupy the first floor of the building. This shall include, but not be limited to kitchens, restrooms, and bedrooms. 3. The two off-street parking spaces provided shall be striped and signed in a manner that is consistent with applicable regulations and shall be provided with bumper curbing. Any future commercial use in the lower floor space shall also provide additional legal striped parking to meet the requirements for future use of the building. The fence in the front of the property facing 40th Avenue shall be repaired. Railings shall be installed on the two back porch landings to meet building code. Second stairwell on back porch shall be installed for a clear exit to parking lot. Siding and window trim on the entire building shall be finished. Entire property shall be cleaned up and properly maintained on a regular basis. Pole Structure on property shall be tom down. Large hole in paved parking area shall be filled in. All stated conditions shall be met within 30 days of formal approval or the conditional use permit shall be revoked. 5. 6. 7. 8. 9. 10. 11. Upon vote: All ayes. Motion carried. ADMINISTRATIVE REPORTS Report of the City Manager Fehst thanked the owners of the Heights Theater for sponsoring the Library's Children Services fundraiser, which raised $675. Peterson and Wyckoff gave welcoming presentations at this event. Fehst stated he has contacted the County Administrative Assistant to offer the use of Murzyn Hall for a City and Township Officials meeting. Fehst indicated that due to Mayor Peterson 's request, information was received from the Light Sources Committee regarding organ donation. He will get copies to the Council. Fehst indicated he is still waiting to hear from Jim McComb regarding his services for a market feasibility study. The MN League of Cities annual conference will be held June 19 through 22, 2001 in Duluth. The Second Annual Mayor's Prayer Breakfast is scheduled for Tuesday, May 15, 7:00 a.m. to 8:45 a.m. Fehst indicated the Central Avenue road improvement project would be rescheduled to begin in 2002. Approval of Mn/DOT Departments and purchasing required right-of-ways has required more time than City Council Minutes April 9, 2001 Page 7 of 8 anticipated, and it would be beneficial to accept bids at the end of this year rather than prime construction season. Fehst stated that Mark Nagel, has been hired to assist in the Community Development Department for 12 hours per week at $22 per hour, with no benefits, as a temporary/provisional employee. Harold Hoium encouraged residents to ~ll out and return the survey received from Senator Chaudhary. Report of the City Attorney - none. GENERAL COUNCIL COMMUNICATIONS Peterson acknowledged Minutes of the following Boards and Commissions: Public Library Board of Trustees meeting of March 6, 2001. Economic Development Authority meeting of February 20, 2001 Housing & Redevelopment Authority Special meeting of September 25, 2000 Library Board of Trustees meeting of April 3, 2001 Wyckoff provided information on the International Movie Festival to be held at the Heights Theater. She also stated that yard waste would now be picked up at the curb. Wyckoff commented positively on the brochure mailed to residents in the northeast quadrant of the city regarding residential maintenance codes and inspections soon to begin. Wyckoff stated that the Pastor of First Lutheran Church has asked how members can become more active in our community. She suggested the clean up of a City park. Nawrocki provided information on the annual Lions Pancake Breakfast to be held April 22, 2001, from 8:00 a.m. to noon at Murzyn Hall. Proceeds support youth activities in our city. Also, on April 29, the Columbia Heights Old-timers reunion will be held from 2:00p.m. to 6:00p. m. Nawrocki referred to a statement made at the February 261h Council meeting indicating the Police and Fire Civil Service Commission appointment made was a three-year term. The appointment was to ful~H a term that will expire next year. Incorrect information was not received from Mary Dugdale, Police Secretary regarding the term, as was indicated in a memo he received. He also stated that State Statute requires the Chairperson to be the member whose term expires that year. Nawrocki commented on a letter received from Real Estate Equities, referring to a resident's letter regarding property they developed in St. Paul. He took offense to their comments, as Columbia Heights residents are encouraged to contact Council members with their comments. Nawrocki indicated that at a previous Council meeting he misspoke and was called to task by several residents regarding politics and friendships. He did not agree with the process used to appoint the Police and Fire Civil Service Commissioner. Nawrocki stated that his comments at the last Council meeting regarding the cultural diversity event were not meant to reflect poorly on the good job of organizing the event done by Council member Wyckoff Mayor Peterson asked the youth present to introduce themselves. ADJOURNMENT Mayor Peterson wished everyone a Happy Easter and asked that in this time of rebirth, that residents take pride in cleaning up our community. City Council Minutes April 9, 2001 Page 8 of 8 A resident requested that homes on University, between 40th and 41st be notified to clean up their yards. Peterson indicated letters are being sent to businesses suggesting a clean up of properties. Willjams stated that he picks up litter he comes across and suggested others do this also. Nawrocki referred to the brochure distributed by the Fire Department regarding the Housing Maintenance Code, to the area of the City that will be inspected this year. He suggested this information be included in the City newsletter. Peterson suggested an article regarding clean up, be submitted to the Focus or Northeaster newspapers. Fehst stated a letter is being mailed to businesses and residents affected by the delay of the Central Avenue construction project. A letter regarding sprucing up properties will be included. Doug Franzen asked if the potholes at 37th and Central could be~lled in. Joyce Shellito praised the "Taste of Heights ". Mayor Peterson adjourned the meeting at 10:28 p.m. Patricia Muscovitz, Deputy City Clerk COLUMBIA HEIGHTS - CITY COUNCIL LETTER Meeting of: April 23, 2001 AGENDA SECTION: NO: ITEM: NO: Establishing Work Sessions and Special Meeting and Rescheduling Holiday Meeting ORIGINATING DEPARTMENT: CITY MANAGER' S BY: W. Fehst DATE: April 12, 2001 CITY MANAGER' S APPROVAL It is recommended that Work Session meetings be scheduled for Monday, May 7, 2001 at 7:00 p.m. and Monday, May 21, 2001 at 7:00 p.m., in Conference Room 1 at City Hall. It is recommended that a Special Joint Meeting with the District 13 School Board, and Councils of Fridley, Hilltop, and Columbia Heights be set for Thursday, May 17, 2001 beginning at 5:30 p.m. at the Columbia Heights High School Family Center. A box lunch will be served. It is also recommended that the regular City Council meeting of Monday, May 28 be rescheduled to Tuesday, May 29, 2001 at 7:00 p.m. in the City Hall Council Chambers, as Monday is the Memorial Day Holiday and City offices will be closed. RECOMMENDED MOTION: Move to establish Work Session meeting dates for Monday, May 7, 2001, at 7:00 p.m., and Monday, May 21, 2001 at 7:00 p.m. at City Hall. Move to establish a joint meeting date with the District 13 School Board, and Councils of Fridley, Hilltop and Columbia Heights to be held on Thursday, May 17, 2001 at 5:30 p.m. at the Columbia Heights High School Family Center. Move to reschedule the May 28 regular City Council meeting to Tuesday, May 29, 2001 at 7:00 p.m. in the City Hall Council Chambers. COUNCIL ACTION: h:~2001-4-23worksessiondates CITY COUNCIL LETTER Meeting of April 23.2001 AGENDA SECTION: NO: ITEM: Authorize Application for Federal FIRE Act Grant Funding NO: ORIGINATING DEPARTMENT: Fire BY: Dana Alexon DATE: April 19, 200l CITY MANAGER APPROVAL B Y .~/~ DATE: Background Congress authorized and appropriated funds for a Federal grant program for Fire Departments during its last session (Public Law 106-398). The funds appropriated total $100 million nationwide. This program is called the FIRE Act. The funds appropfiated must be awarded not later than the end of the current Federal fiscal year which ends September 30, 2001; the application period for grant funding rims from April 2, 2001 to May 2, 2001. Grants are being awarded through the Federal Emergency Management Agency (FEMA) in six categories relating to ruefighting. The categories are training; wellness and ~mess programs; vehicles; fncefighting equipment; personal protective equipment; and fire prevention programs. Each Fire Department in the nation is eligible to apply for funding in up to two of these categories. Fire Departments that protect a population under 50,000 must provide a 10% hard match with this program; a 30% hard match is required in cities protecting more than 50,000 people. Analysis Fire Department members created a list of over 20 potential FIRE Act gram proposals for consideration, including several in each of the six grant categories. Once the final rules for the grant process were published in the Federal Register, these proposals were ranked according to probability of success in being awarded funding. All fire fighters had the opportunity to choose between six fmalist proposals; their vote produced a virtual tie between three of the proposals. 'II~e Fire Chief and Assistant Fire Chief made the final selection. The proposal judged to have the best chance of success falls in the category of personal protective equipment purchases; our proposal would provide a variety of personal safety equipment to all of our ftrefighters. (See attachment for details regarding this equipment.) Primarily due to the lack of time available to prepare grant proposals, om proposal applies for funding in only one of the six categories allowed. We are in the process of preparing the grant application forms at this time in anticipation &City Council approval to apply for grant funding. The Fire Department is prepared to provide the required hard match funds from its budget; total expenditure based on our proposal would be approximately $2,300.00. Recommended Action RECOMMENDED MOTION: Move to authorize Fire Department staff to prepare a grant proposal for personal protective equipment for 34 firefighting persoanel in the amount of approximately $23,000.00. COUNCIL ACTION: SAFETY EQUIPMENT GOGGLES Goggles to be mounted to helmets to provide "primary" eye protection. Currently helmets are equipped with a fold- down faceshield. The faceshield qualifies only as "secondary" eye protection according to OSHA and NFPA. Current faceshields would be removed from helmets. Cost per helmet: $48. Standards applicable: NFPA 1500; NFPA 1971; OSHA 29 CFR 1910.133. HOODS Each firefighter currently has been issued 1 protective hood. Once this hood gets wet at the scene of a fire (from sweat, or exposure to water) a firefighter risks being burned by steam if they must re-enter a hot atmosphere at the same fire or at another fire that may occur before their hood has dried. Providing firefighters with a second hood will reduce or eliminate the potential for steam burns because the firefighters will have a dry hood to wear. Cost per hood: $18. Standard applicable: NFPA 1971. GLOVES Each firefighter is currently issued 1 pair of gloves. Similar to the situation with hoods, once these gloves get wet at the scene of a fire the firefighter risks being burned by steam if they must re-enter the hot atmosphere. Also, in the winter, the firefighters have problems with wet gloves freezing and becoming useless and also risk o f frostbite once gloves have frozen. Providing firefighters with a second pair of gloves would reduce or eliminate these issues because the firefighters would have a dry pair of gloves to wear. Cost per pair of gloves: $32. Standards applicable: NFPA 1971. FLASHLIGHTS Each firefighter would be issued a flashlight to be attached to their turnout gear. The flashlight would be used in hazardous areas, including smoke-filled buildings. It would provide firefighters with additional ability to see hazards and to be seen by others. Current flashlights are adequate for some tasks but because of their size (bulky and heavy) and number (2 per vehicle) they are not suited to assist every firefighter or every task. Cost per light: $130. Standards applicable: NFPA 1500, Appendix A. SPANNER WRENCH Each firefighter would be issued a spatruer wrench so that they would be able to have the ability to shut off gas meters and tighten hose couplings as needed. The cost for a wrench that could be stored in the turnout coat pocket would be $25. Standards applicable: NFPA 1500, Appendix A. CENTER PUNCH A spring-loaded center punch is the simplest and most common tool used to gain access through vehicle windows to a patient trapped inside. Vehicle side windows and rear windows will shatter completely with a properly used center punch. Costper center punch: $5. Standard applicable: NFPA 1500, Appendix A. MICRO-SHIELD The Micro-Shield is a compact device that provides a person with protection from direct fluid contact when providing mouth-to-mouth resuscitation as part of CPR. Oxygen equipment carried on our vehicles provides this protection by eliminating the need for mouth-to-mouth resuscitation. When firefighters are off duty and come upon a person not breathing they have no such protection, however. Each fire fighter would be issued two Micro-Shields. One would be placed with their turnout gear and one would be given to the firefighter to carry on their key chain when off duty. Cost per micro-shield: $8. Standard applicable: OSHA 29 CFR 1910.1030 and NFPA 1500. SAFETY STRAP Each firefighter would be issued a safety strap and locking carabineer. This item could be used by a firefighter to safely escape (or to assist other firefighters) from a second or third floor to the ground in an emergency at a fire. It also has more mundane uses such as securing ladders and for raising other equipment above ground level. Cost for each strap and carabineer: $50. Standards applicable: NFPA 1500 and NFPA 1983. JUMPSUIT Each firefighter would be issued ajumpsuit with dayglow reflective striping. The jumpsuit would be long sleeved and would provide firefighters with some splash protection from body fluids as well as provide a more consistent public image. Primary use for the jumpsuits would be when firefighters respond from home to the station for emergency medical calls. The jumpsuits, which would be kept by each firefighter's gear, can be slipped on in seconds and wom over the firefighter's personal clothing. Cost perjumpsuit: $158. Standards applicable: NFPA 1971; NFPA 1500; OSHA 29 CFR 1910.1030. UNIFORM JACKETS Each of the paid-on-call firefighters would be issued a uniform jacket that would provide for safety and body fluid splash protection. These jackets are not firefighting turnout gear. Currently only full time firefighters are issued such a jacket routinely. Some paid-on-call firefighters have been issued uniform jackets in the past, but all jackets issued were used "hand-me-down"j ackets that were being discarded by Fridley Fire Department as they had served their useful life. These jackets are over 20 years old. The jackets we are issuing would be wom when the paid-on- call fire fighter is on-duty during cold weather months. Cost per jacket: $228. Standards applicable: NFPA 1500; NFPA 1971 and OSHA 29 CFR 1910.1030. COST (Note: Although there are 34 fire fighters currently, some of these fire fighters are issued a set of turnout gear at the station and to take home with them. Those firefighters that take gear home with them live distant from the station and are of more significant benefit to the department if they respond directly from their home to the fire station.) 37 Goggles $1,776 37 Hoods 666 37 Gloves 1,184 37 Flashlights 4,810 37 Spanher Wrenches 925 37 Center Punches 185 68 Micro-Shields 544 37 Safety straps 1,850 34 Jumpsuits 5,372 25 Uniform Jackets 5,700 Total amount $23,012 CITY COUNCIL LETTER Meeting of: April 23, 2001 AGENDA SECTION: CONSENT AGENDA NO: L~ _ A - ~ ITEM: REQUEST AUTHORIZATION FOR FLREWORKS DISPLAY AND TO SEEK BIDS FOR 2001 JAMBOREE FIREWORKS NO: ORIGINATING DEPT.: Recreation ~ tl' ' ' ' CITY MANAGER APPROVAL B Y BACKGROUND: Staff is requesting authorization to hold a fifeworks display on Saturday, June 23,2001 in conjunction with the Lion's Club Jamboree activities. Additionally, staff is requesting authorization to seek bids for the fifeworks display. Funds in the mount of $3,000 have been budgeted for under Account 101-45050-4378. The cost of the fifeworks display is $6,000. With $3,000 coming from Account 101-45050-4378, the remainder of the cost of the fireworks disphy will be sought from donations. RECOMMENDED MOTION: Move to authorize fifeworks on Saturday, June 23, 200l in conjunction with the Jamboree activities and to seek bids for a $6,000 fireworks disphy with $3,000 appropriated from fund 101-45050-4378. COUNCIL ACTION: Admin\CC-Fireworks00 CITY COUNCIL LETTER Meeting of: April 23, 2001 AGENDA SECTION: CONSENT AGENDA NO: ITEM: AUTHORIZE STAFF TO SEEK BIDS ON REFINISHING OF WOOD FLOOR IN MURZYN HALL NO: ORIGINATING DEPT.: Recreation DATE: April 6, 2001 CITY MANAGER BY.'~?~ BACKGROUND: The Recreation Department is requesting authorization to seek bids for the refinishing of the wood floor in the main hall of Murzyn Hall. Staff has budgeted $9,000 for this project. RECOMMENDED MOTION: Move to authorize staff to seek bids for the refinishing of the wood floor in the main hall of Mmzyn Hall with the funds to be appropriated from account 101-45129-4000. COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: April 23, 2001 AGENDA SECTION: Consent NO: ITEM: Seek bids for purchase of scoreboard to be installed on Huset Park Ballfield #5 NO: ORIGINATING DEPT.: Recreation CITY MANAGER APPROVAL BACKGROUND: The scoreboard located at Huset Ballfield #5 is outdated, and we have had ongoing problems with it's operation. During the last softball season there were several times when the scoreboard was not operational, and when it was operational it was very dim and hard to read. The recreation department is requesting authorization to seek bids for the purchase of a new scoreboard to replace the existing scoreboard on Huset Park Ballfield #5. $5,300.00 have been budgeted and donated from the Columbia Heights Athletic Boosters Association to pay for this project. The funds would be taken out of account 881-45001-5180, this is the same account that the money donated by the Booster Association has been deposited. RECOMMENDED MOTION: Move to authorize recreation staff to seek bids for the purchase of a new scoreboard to be installed on Huset Park Ballfield #5 to be purchased from account 881-45001-5180. COUNCIL ACTION: CITY COUNCIL LETTER Council Meeting of: April 23, 2001 AGENDA SECTION: CONSENT NO: ITEM: CHANGING SUPPORT COMPANY FOR DOCUMENT IMAGING SYSTEM ORIGINATING DEPT: FINANCE BY: WILLIAM ELRITE DATE: 04/12/2001 CITY MANAGER APPROVAL BY: DATE: The City uses a document imaging system LaserFiche to store electronic copies of documents. The system provides City employees with fast access to documents, as well as long-term storage in accordance with retention schedule. This system ofarchiving documents in an optical image format rather than on microfilm was adopted several years ago and has proven to be very efficient. To provide smooth operation of the LaserFiche system, it is necessary to keep up-to-date with software upgrades, patches, and technical support. The annual maintenance agreements for LaserFiche products currently cost $3,825, and must be purchased through local LaserFiche resellers. In 1998 the City Council authorized the Mayor and City Manager to purchase maintenance agreement through Software Tailors, a local LaserFiche reseller. However, in 2000 the Soft'ware Tailors was unable to provide high-quality support and customer service. By the end of 2000 the City started using on a trial basis another local LaserFiche reseller, the Enterprise Network Systems (ENS), to provide LaserFiche support. The results are very satisfactory. Therefore, we recommend purchasing the annual LaserFiche maintenance through the Enterprise Network Systems instead of Software Tailors. RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to purchase annual LaserFiche maintenance agreements through Enterprise Network Systems at a current cost of $3,825 plus sales tax, and to continue purchasing annual maintenance agreements through ENS as long as ENS service is acceptable. WE:aec COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: APRIL 23, 2001 AGENDA SECTION: CONSENT NO: ~ - ~-~ ITEM: WIRELESS NETWORKCONNECTION BETWEEN CITY HALL, PARKVIEW VILLA AND TOP VALU LIQUOR NO: ORIGINATING DEPT: FINANCE BY: WILLIAM ELRITE DATE: 04/11/2001 CITY MANAGER BY:~"~gfl~ Over the past several years the city staff has reviewed various software programs to be utilized at Parkview Villa to facilitate the management of that operation. Several months ago the EDA Board authorized purchasing software to be utilized in the management of Parkview Villa. The plan is to host the software on the network file server at City Hall and utilize a wireless connection to Parkview Villa so that the software can be utilized at both Parkview Villa and by staff at City Hall. To facilitate this, the last phase of the plan is to install a wireless connection between Parkview Villa and City Hall. Attached herewith is a report from Aleksandr Chernin, IS Director, explaining the research that he has done for the recommendation that he is making for this wireless connection. In addition to setting up the connection to Parkview Villa we are recommending to also connect Top Valu Liquor. The additional cost to do this at the same time that we're doing Parkview Villa is approximately $3,000 and it is included as part of the total estimated cost of $13,000. If we were to include Top Valu Liquor at a later date the cost would be far more extensive. In addition to providing the basic software application to Parkview Villa, this wireless hookup will provide both Top Valu and Parkview Villa full access to the city network, access to financial information, and access to the Internet through the city connection. Although $13,000 may appear to be a significant amount of money, it is a one-time charge that will provide very extensive services to both the high-rise and the liquor operation. The proposal that we have from Marco is estimated at $10,360 for this installation. However, the labor portion is a time and materials quote and could exceed their estimate. Subsequently, Aleksandr is recommending that the City Council authorize up to $13,000 for this project. RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into an agreement with Marco for the installation of a wireless network connection between City Hall, Parkview Villa and Top Valu Liquor based on their proposal at a cost not to exceed $13,000. 0104113COUNCIL Attachment COUNCIL ACTION: CITY OF COLUMBIA HEIGHTS DATE: TO: FROM: RE: APRIL 11, 2001 BILL ELRITE, FINANCE DIRECTOR ALEKSANDR CHERNIN IS DIRECTOR WIRELESS NETWORK CONNECTIONS BETWEEN CITY HALL, PARKVIEW VILLA, AND TOP VALU All City employees at the City Hall, Public Works, Murzyn Hall, and Library have access to the City Information System. It increases employees' productivity by providing them with different applications and shared data, and enabling collaboration. However, users at the ParkView Villa and the City liquor stores don't yet have access to the IS. The most cost-effective way to provide access to the City Information System for users at the ParkView Villa and the Top Valu liquor store is to use a wireless network technology. All three locations are rather close to each other, and both TopValu and City Hall are in the direct line of sight from ParkView Villa, which means that the high-speed wireless connections are feasible. The same connections will allow transmission of images from security cameras at the liquor store and high-rise to the Police Department. The wireless equipment operates in a non-licensed 2.4 GHz range; maximum data transmission speed would be 2-5 Mbit/s. The required equipment at each location includes: · Antenna: omnidimctional antenna at the high-rise and dimctional "Yagi" antennas at the TopValu and the City Hall pointing to the high-rise. · Access point: translates radio signal from antenna into network signal over twisted pair, installed close to antenna · Two media converters and fiber-optic cable to transmit network signal from access point to the network hub (required at the ParkView Villa and the City Hall) - we will m-use old 10Mbit/s media converters. We have contacted four vendors of wireless solutions: 1. Kent Datacomm 2. Marco 3. Compar 4. WaveRider The comparison of quotes from Kent, Compar, and Marco is enclosed (WaveRider didn't send a quote). I recommend working with Marco for the following reasons: 1. Kent and Marco suggested using Cisco equipmere, Compar offered equipment from Enterasys (Cableiron spin-off), and WaveRider offered solution based on their own equipment. I believe it will be much easier to get support and upgrades if we use Cisco equipment - it is widely used and Cisco has many resellers and integrators. With Cabletron and, especially, WaveRider we'll have less choice of support partners. 2. Kent and Marco provide both equipment and installation services, while Compar and WaveRider would use other companies for installation. Certainly, it is better to receive tIie complete solution from a single contractor. 3. Between Kent and Marco, I prefer working with Marco. Kent is a very large organization, and therefore tends to be sluggish and overly expensive. The first quote from Kent was about two times more than the quote from Marco, and it took about a month to receive another quote. In the meantime I received e-mails from four different contact persons from Kent. Their second quote is closer to Marco, but still more expensive. On the other hand, we have so far two contact persons at Mamo (sales and technical), and their response time is good). Although the Marco quote is about $10,000, I would roserye another 20% for contingencies in case extra antenna installation hardware and/or installation labor are required. Therefore the total cost of the project if we select Marco is about $12,000 plus sales tax. The project can be accomplished in 4 weeks. After the initial investment the City wouldn't pay any monthly or annual fees, unless we select to purchase an annual equipment support and maintenance contract (about $200 per antenna). The other possible solutions for connecting Top Valu and ParkView Villa with the City IS are either to run network cables to the City Hall (with much higher initial investment) or to rent communication lines (with high monthly payments and slower connections). We've discussed renting communication lines with our consultant from TelePro, and he believes that the wireless solution is the best option, given direct line of sight. The next stage of the City IS development, scheduled for the 2002, would be connecting liquor stores at 37~h and University. It would require the feasibility study, since none of those locations are in direct line of sight from City Hall or high-rise. The IS Department will reseamh whether the City water tower can eventually be used to provide wireless connections with remote liquor stores. Wireles quotes comparison Outdoor equipment 3 Access Points 2 Directional Yagi Antennas 10mni Antenna Miscellaneous hardware Outdoor equipment - total Outdoor labor Outdoor 1-year maintenance contract Equipment, labor, maintenance - total $ 4,800 $ 950 $ 750 $ 300 $ 3,979 $ 6,800 $ 10,500 $ 3,000 $ 2,960 $ 3,000 $ 341 $ 600 $ $ 7,320 $ 10,360 $ 13,500 CITY COUNCIL LETTER Meeting of: APRIL 23, 2001 AGENDA SECTION: CONSENT ITEM: INSURANCE COVERAGE FROM 05/09/2001 TO 05/09/2002 NO: ORIGINATING DEPT: FINANCE BY: WILLIAM ELRITE DATE:04/ll/2001 CITY MANAGER The City's insurance policy is up for renewal on May 9, 2001. Attached is a worksheet showing our premium costs for 1999 and 2000. It is anticipated that we may have a 10% premium increase for the year 2001. This would bring the 2001 premium to $231,925. Currently there are only two entities writing municipal insurance contracts in this area. They are St. Paul Companies and The League of Minnesota Cities Self-Insurance Trust Fund. In recent years the cost of insurance through the League of Minnesota Cities has been in excess of $100,000 more than securing insurance through St. Paul Companies. Again, this year, our agent has requested a quote from the League of Minnesota Cities. However, it is anticipated that once again their premium will be much higher. At the present time the only information that is available is the estimate of the premium increase from St. Paul Companies. It is anticipated that by the council meeting of April 23rd we will have the exact cost of the renewal through St. Paul Companies and possibly a premium quote from the League of Minnesota Cities, although in the past the League of Minnesota Cities has indicated reluctance to quote a premium for the City of Columbia Heights as they knew they would be higher than St. Paul Companies and they basically have indicated that with that knowledge, they did not want to spend the time preparing a quote. Last year the City Council authorized the Mayor and City Manager to enter into an agreement with Youngdahl Companies to become our Agent of Record for the City's insurance package. Since that time Youngdahl has been bought out by A .J. Gallagher & Co. The following motion recognizes the change of agent name for the City's insurance package. RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into an agreement with A.J. Gallagher & Co. to be recognized as our Agent of Record for the City's insurance package. 0104112COUNCIL COUNCIL ACTION: CITY COUNCIL LETTER AGENDA SECTION: CONSENT NO: ITEM: TELEPHONE SYSTEM UPGRADE CALLER ID NO: Meeting of: APRIL 23, 2001 ORIGINATING DEPT: FINANCE ~~ BY: WILLIAM ELRITE DATE: 04/12/2001 CITY MANAGER APPROVAL Currently, the City's phone system does not support Caller ID for incoming or outgoing calls. This has caused the City several problems. Outgoing calls from the City appear as "Not Identified" to residents and other parties. Many residents and employees of Columbia Heights subscribe to call blocking services that do not allow "Not Identified" numbers through to their residence, thus preventing anyone from any City of Columbia Heights office from reaching these individuals by telephone. Also, many people without any call blocking service simply do not answer calls that appear as unidentified. With incoming calls being identified, City employees can assure an even higher level of service to Columbia Heights residents. To enable Caller ID for the City of Columbia Heights we would need to upgrade our existing ISDN DSS (Integrated Switched Digital Network, Digital Switched Service) line to an ISDN PRS (Integrated Switched Digital Network, Primary Rate Service) line for an additional monthly expense of approximately $220 or 7.25 per day. The City would also need to upgrade equipment in its PBX (Private Branch Exchange) from an ISDN DSS card to an ISDN PRS card at a one-time charge not to exceed $3,064.57 for parts and labor. In 1999 when the City Council approved upgrading our entire phone system to our current Mitel system, they approved both the ISDN PRS line from Qwest and the ISDN PRS card from Mitel. At that time the equipment cost was $3,922.00 and the monthly service was $292 per month. However, after approval it was discovered that the Qwest central office had not been upgraded to support ISDN PRS service. As a result, we have been paying a lower monthly rate to Qwest and we were credited the cost of equipment from Mitel. At the work session of April 16~h it was the consensus of the City Council to not proceed with the upgrade to Caller ID at this time. Based on this, it is staff's recommendation that this item be re~ reviewed as part of the 2002 budget preparation process and possibly include funds in the 2002 budget for this upgrade. As the majority of staff feels this would be a significant enhancement to our telephone system and provide a better service to residents. RECOMMENDED MOTION: Move to direct staff to further research the issue of adding Caller ID to the City's telephone system and to present an evaluation of the pros and cons to the City Council as part of the 2002 budget preparation. WEISmS 0104183COUNCIL COUNCIL ACTION: CITY COUNCIL LETTER Meeting of April 23, 2001 AGENDA SECTION: Consent t-{ _ A ' { { NO. ITEM: School Based Partnership Grant Evaluation NO Contract with Dr. Richard Lawrence ORIGINATiNG DEPARTMENT POLICE ~ BY: Thomas M. Johnson DATE: April 17~ 200 BACKGROUND CITY MANAGER DATE: In the year 2000 the Columbia Heights Police Department was granted a $92,000 Federal School Based Partnership grant to study assaultive behavior at our High School. Over the past year we have hired a Research Analyst, Michelle Steichen, who has surveyed students and teachers and has been tracking all assaultive behavior at the High School Michelle and her committee made up of School Liaison Officer Mike McGee, a student from the High School, and a teacher from the High School, have been reviewing all the assaultive behavior that has taken place and reviewing the results of the surveys. From this information, they have developed several action plan alternatives on how to combat and prevent the assaultive behavior that has taken place over the past year. As part of the final review of this data, we are required by the grant to hire a credentialed individual to review all of our data, conclusions, and our altematives to find out if the data and conclusions are useful and valid. ANALYSIS Our initial attempt to satisfy this part of the grant was with an individual from the University of Minnesota. Before the grant was finalized we advised this individual how much money we had in our budget to pay for this analysis. Initially, the individual was agreeable to the terms we had set out, and then after the grant was approved, he advised that we had not funded enough for him to take on the project. At this time we started researching altemative individuals, and Michelle Steichen advised of a former college professor ofher's from St. Cloud State University that might be interested. The Police Department had Sergeant John Rogers and Michelle Steichen meet with Professor Richard Lawrence to discuss the project. Professor Lawrence gave us some background information on himself, including the report for a similar project he completed for the City of Woodbury Police Department. Professor Lawrence was agreeable to completing the project for the dollars we had available in our grant, and we are recommending that the Council allow the Mayor and City Manager to enter into an agreement with Professor Lawrence to complete the review and validation of our grant project. It should also be noted that City Attorney James Hoeft has reviewed and approved this contract. RECOMMENDED MOTION: Move to approve the attached contract between the City of Columbia Heights and Professor Richard Lawrence for the review and validation of the data collected in our Federal School Based Partnership grant and to authorize the Mayor and City Manager to enter into a contract for the same. TMJ:mld 01-060 COUNCIL ACTION: CITY OFCOLUMBIAHEIGHTS BY: MAYOR BY: CITYMANAGER DATE: DATE: RICHARDLAWRENCE PhD BY: DATE: CITY COUNCIL LETTER Meeting of April 23, 2001 AGENDA SECTION: Consent t~/-/~ NO. ITEM: Purchase of Speed Trailer from Federal NO Equipment Block Grant ORIGINATING DEPARTMENT POLICE Thomas M. Johnson DATE: April 17, 2001 CITY MANAGER BACKGROUND On September 18, 2000, the City Council approved acceptance of our 2001 Federal Equipment Block Grant. On November 13, 2000, the City Council held a public hearing where we reviewed what we planned to purchase with the $21,578 from the grant. Part of what was approved was up to $14,000 for a speed trailer. A speed trailer is a piece of equipment used to monitor and track traffic on a city street. This is a very valuable tool to determine how to best use our resources to combat speeding in our city. The Police Department and Public Works Department also use the speed trailer for traffic counts, which can cause a perception of higher speeds on our roadways. We currently have one-ttf~rd ownership in a speed trailer that was donated to the cities of St. Anthony, New Brighton, and Columbia Heights by the Tri-City American Legion. We have found that we have a need to have a speed trailer available for us for more time than this trailer can fulfill. We still plan to use the trailer we currently share ownership with the other cities when it is available to us. ANALYSIS/CONCLUSION The Police Department has been looking at and researching three different models of speed trailers to find the best speed trailer for our money. We have had demonstrations of the following speed trailers: Kustom Signals Smart Model 1 at a co st of $13,840 + tax, MPH Speed Monitor Trailer at a cost of $13,155 + tax, and the Stalker Speed Trailer at a cost of $15,365 + tax. I have attached a breakdown of the costs of each of these trailers. The Police Department is recommending that we go with the Kustom Signals Smart Trailer Model 1. This is the same trailer we currently have. We have had very low m~fmtenance with this trailer and the reports are very user friendly and give us the information we need to make good decisions not only for the department, but also for the Traffic Commission. It gives us a true picture of what is happening in a specific area. We also have our internal computer system set up to accept the reports from the Kustom Trailer. If we go with another brand, we will have to reformat this system to accept different software. Our City mechanics have worked on the Kustom Trailer and find it user friendly and relatively easy to repair on the very few times it has needed repair. Most if not all--of the repairs have involved the battery system, which after time and use needs to be replaced. RECOMMENDED MOTION: Move to authorize the purchase ofa Kustom Signal Smart Model 1 Speed Trailer in the amount of $13,840 plus tax, with funding to come from the 2001 Federal Equipment Block Grant 276-42113, and that the Mayor and City Manager are authorized to enter into a contract for same. TMJ:mld 01-059 COUNCIL ACTION: COLUMBIA HEIGHTS POLICE DEPARTMENT SPEED TRAILER PRICE COMPARISONS Kustom Signals Inc. Smart Model 1 Solar Charger Freight/shipping Red LED Violator Alert Smart Traffic Stats Package Axle lock Speed Sign Rack Tamper Alarm $9,645.00 Included, no charge 795.00 Included, no charge $3,000.00 85.00 90.00 225.00 $13,840.00 plus tax MPH Speed Monitor Trailer Speed monitor Solar Charger Freight/Shipping Over-speed Alert Time Mark Traffic Data Collector Hitch Lock Speed Sign Rack Tamper Alarm $8,195.00 825.00 500.00 Included, no charge $3,300.00 60.00 Not available 275.00 $13,155.00 plus tax Stalker Speed Trailer Speed Guard (Model SGPD-Dual) $9,985.00 Solar Charger 1,275.00 Freight/Shipping 850.00 Violation Strobe Alert 790.00 Vehicle Classifier System/Traffic Stats 1,995.00 Wheel Immobilizer 125.00 Speed Sign Rack Not available Security System 300.00 $15,320.00 plus tax CITY COUNCIL LETTER Meeting of April 23, 2001 AGENDA SECTION: Consent L{,/~, J3 NO. ITEM: Transfer of Funds from General Fund to Police NO Department 2001 Budget Overtime Line 1020 ORIGiNATiNG DEPARTMENT POLICE DATE: CITY MANAGER BACKGROUND During the year 2000-2001 the Police Department took part in the countywide transport program whereby we would transport prisoners from any of the five agencies that particpate in this program. This is done to keep officers on the streets and not tied up with prisoner transports. Also, as part of this program we would transport people who are found to be inebriated from any city in the county to detox. In retum for this, the five agencies that take part in this program split the funds given to the county by the State of Miunesota for this transport. This year the amount of our share of the State funds is $2,873.36. ANALYSIS/CONCLUSION Since the overtime used to do these transports is paid out of our Police budget, the Police Department would like to have these funds returned to our 2001 Police Department budget line 1020. This will assist us in paying for the overtime used during 2001 to staff this important function. RECOMMENDED MOTION: Move to transfer $2,873.36, the total amount of money received from the State of Miunesota via Anoka County for our efforts in transporting inebriated individuals to detox, from the General Fund to the Police Department 2001 budget line 1020 overtime. This would be done to assist in covering the cost of overtime to staff this function. TMJ:mld 01-062 COUNCIL ACTION: I I ANOKA COUNTY THE EXACT PAY TO .'HE CRD ER OF CHSS-COUNTY CHECK NO. B735882 OATS 3/27/2001 THIS CHECK IS VOID 3 MONTHS FROM DATE OF ISSUE SUM OF ~*'~'2f873 DOLLARS AND 36 CENTS AMOUNT COLUMBIA HEIGHTS POLICE OEPT 55g MILL STREET NE COLUMBIA HEIGHTS MN 55421-388Z COUNTY OF ANOKA 3/27/2001 REMITTANCE ADVICE CHSS-COUNTY CHECK NO. INVCICE NUMBER RECEIVE gATE DESCRIOTION 3/14/2001 DETOX TRANSPORTATION CLIENT NAME gATE OF SERVICE 7/01/1999-- 8/30/Z000 B735882 n 735,~e2 AMOUNT 2,973.36 · *- TOTAL RETAIN THIS STATEMENT FOR YOUR RECORDS COUNTY OF ANOKA, MINNESOTA 2f~73o36 CITY COUNCIL LETTER Meeting of April 23,2001 AGENDA SECTION: Consent ITEM: Transfer of Funds from General Fund to Police NO Department Budget to Repay Overtime fund. ORIGINATING DEPARTMENT POLICE BY: Thomas M. Johns~b~ DATE: April 17, 2001 CITY MANAGER BACKGROUND During the past three months the Police Department has been involved in off duty employment details that are handled through the department. This detail was for security at Unique Thrift Store. Since this type of off duty employment is handled through the department, officers have signed up and worked these details since the first of the year, and we have received a check from Unique Thrift Store in the amount of $1,873.32. According to the City Finance Director, this money is considered revenue and had to be placed in the City General Fund. ANALYSIS/CONCLUSION The Police Department is requesting that the City Council pass a motion requiring $1,873.32 received from Unique Thrift Store to cover the cost of off duty officers working security at these locations be returned to the 2001 Police Department budget line 1020. RECOMMENDED MOTION: Move to transfer $1,873.32, the total amount received from Unique Thrift Store for off duty security worked, from the General Fund to the Police Department 2001 budget under line 1020, Police overtime. TMJ:mld 01-061 COUNCIL ACTION: Clll OF COLUMBIA HEIGHTS 598-~87n AVE NS COLUMBIA HEi6~TS, Mh 554~i TR~ z!4 REG~ 0i QP~ i 84184/8001 8~6~/'2001 !6:35:~5 Misc Revenue ACCOUNTS: loi.e~.3q201 FINANCE Receiot~: 91749 REFUND FOR OVERTIME UNIQUE THIRFi STORE PAYOR: NASk SA~EB,iN~. ANT: TenOeTe~ CHECK: 45G~ 1.873.38 CHANGE: .0~ 1,873,32 -- THANK YOU '- HAVE A NICE ~AY! CITY COUNCIL LETTER Meeting of: 4/23/01 AGENDA SECTION: CONSENT AGENDA NO: L I -/~- t ~ ITEM: Authorize the Capital Equipment Replacement of Unit #223, Toro Grounds Master, 580-D Lawnmower ORIGINATING DEPARTMENT: PUBLIC WORKS CITY MANAGER DATE: Background: Unit # 223 is a Toro Grounds Master, 580-D Lawnmower that was purchased in 1996 for $65,000. It is a self-propelled riding lawnmower equipped with three rotary mowing/mulching decks. The mower is capable of mowing a 16' width and will trim less than an 18" circle around trees. Unit #223 has 1,636 recorded hours of operation. To date, $8,000 has been spent on labor and repairs. Ninety percent of time Unit #223 has been driven and maintained daily by the same full time operator. The public works mechanic has completed major service work as per manufacturers recommendations. The 2001 Public Works budget allocated $75,000 for equipment replacement. Analysis/Conclusions: The shop foreman has rated the mechanical concVttion as fair and the appearance as good. The engine will need to be rebuilt or replaced in the near future as it is using 2 quarts ofoil in 8 hours of operation. The local Toro dealer has provided an estimate of engine replacement at $10,000. The hydraulic, transmission and electrical systems are specialized and highly sophisticated. They have been working well, but will be very expensive to repair when the time comes. The operator reports that the 580-D safely maneuvers on steep hills, produces a high quality cut and performs well under adverse conditions, such as tall wet grass and steep slopes. Routine maintenance items such as greasing, blade sharpening, and deck cleaffmg are operator friendly. Since 1996, when the Toro 580-D was added to the Parks Maintenance Equipment, tuff quality has greatly improved and mowing time has been significantly reduced. The 580-D mulches grass clippings and leaves, retunfmg nutrients to the soil. The 16-foot cutting width minimizes soil compaction, caused by mower traffic. Prior to 1996, during periods of heavy growth, crews were unable to keep up with mowing demand and consequently would have to spend numerous hours of unproductive time raking, and disposing &huge piles of clippings. Bulk mowing time has been reduced from approximately 54 hours per week to 25 hrs per week. Some ballfields are now mowed twice a week at the request of the Recreation Department. Time that had been used for mowing is now used for park maintenance or rehabilitation projects such as playground and pathway construction. The Toro Grounds Master 580-D is available for purchase from the Minnesota State Purchasing Contract from MTI Distributing of Plymouth, MN. Minnesota State Contract Pricing: New Toro Grounds master 580-D with cab: $69,606.00 Less trade value on 1996 Toro Grounds master 580-D with cab ($16,500.00) Total: $53,106.00 This quote includes delivery, setup, and service. All new Toro units have a 2-year warranty. COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: 4/23/01 AGENDASECTION:CONSENTAGENDA NO: ITEM: Authorize the Capital Equipment Replacement of Unit #223, Toro Grounds Master, 580-D Lawnmower ORIGINATING DEPARTMENT: CITY MANAGER PUBLIC WORKS BY: K. Hansen BY: DATE: 4/18/01 DATE: Capital Equipment Replacement of Unit #223, Toro Grounds Master, 580-D Lawmower. Page 2 - In keeping with the goals improving the overall appearance of city parks, avoiding costly equipment repairs and minimizing down time, staff recommends the purchase of one new Toro Grounds master 580-D with cab. Recommended Motion: Authorize the purchase of one (1) new Toro Grounds Master 580-D Lawnmower, from the Minnesota State Purchasing Contract price of $69,606 less the trade-in of($16,500) for a total purchase price of $53,106, plus sales tax, from MTI Distributing, Plymouth MN, with funding allocated from Parks Capital Equipment. COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: 4/23/01 AGENDA SECTION: CONSENT AGENDA NO: L~_/~. I~ ITEM: Authorize the Capital Equipment Replacement of Unit #200: Ford F350 4x4 One Ton Dump Truck, and Unit #200A: A 8'-6" Western Snow Plow ORIGINATING DEPARTMENT: PUBLIC WORKS CITY MANAGER Background: Unit #200: A Ford F350 4x4 One Ton Dump Track and Unit #200A, a 8'6" Western Snow Plow were purchased in 1986 for $21,900, with a projected life expectancy of 15 years. This vehicle is powered by a gas engine and has recorded mileage of 50,690. It is used primarily for snow plowing alleys, cul-de-sacs, parking lots, and dead end streets. Other uses include towing equipment trailers, hauling construction materials and debris. Computerized vehicle maintenance and repair records date back only to 1992, due to computer program failures. The computer records indicate $6,564 has been spent on maintenance and repair. The Shop Foreman has hard copy records that verify that $7,412 has been spent on major repairs alone. Unit#200hasahistoryofproblemswithpoorbrakingandloosesteermg. The automa~c transmission and transfer case have been rebuilt. The head gasket is leaking. The Shop Foreman has rated the mechanical condition as poor to fair and the body condition as fair to good. The snowplow matched to unit 200 has been repaired numerous times, with the major repair providing the A-frame replacement in 1999. The Shop Foreman has rated the mechanical condition as poor. The 2001 budget has allocated $50,000 for the replacement of Unit #200 and Unit #200A Analysis/Conclusions: Public Works staff has carefully reviewed past, current and projected use of Unit #200. A summary of those fmcVmgs is as follows: The gas engine lacks sufficient power to plow heavy snow. Existing Unit #200 has a GVW of only 11,000 lbs. When the vehicle is loaded or towing a loaded trailer the springs bottom out and stopping distances are dramatically increased. The breaking system has been repeatedly investigated and mconditioned by the Shop Foreman and the dealer. The conclusion reached was that the braking system was not properly designed for this vehicle, particularly when fully loaded. The steering system has been reconditioned, but the driver lacks feel for the road, especially when the truck is loaded. Staff recommends replacement of Unit #200 with a Ford Super Duty 450 4x4 chassis equipped with 7.3L diesel engine and 9-foot construction box. This vehicle has a GVW of 15,000 lbs. and would be better suited for our current and projected needs. This vehicle is available for purchase under Hermepin County Joint Purchasing Contract (expires April 16~h) or the State of Minnesota Purchasing Contract (expires April 27th). COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: 4/23/01 AGENDA SECTION: CONSENT AGENDA NO: ITEM: Authorize the Capital Equipment Replacement of Unit #200: Ford F350 4x4 One Ton Dump Truck, and Unit #200A: A 8'-6" Western Snow Plow ORIGINATING DEPARTMENT: CITY MANAGER PUBLIC WORKS BY: K. Hansen BY: DATE: 4/18/01 DATE: Capital Equipment Replacement of Unit #200, Ford F350 One Ton dump track and plow. Page 2 - Contract pricing provides the following for the Ford Super Duty F450 4x4 chassis as follows: Superior Ford (Hennepin County) $30,592, plus sales tax Airlake Ford (MN State Purchasing) $29,821, plus sales tax We have received two quotes for the dump box and snow plow package as follows: Track Utilities $16,310, plus sales tax Crysteel $16,605, plus sales tax Estimated trade-in or auction value of Unit #200 with the snowplow: $5,000 - $7,500. Staff recommends disposing of Unit 200 and 200A by auction to obtain the highest replacement value. Recommended Motion: Authorization for the replacement of unit #200 with one (1) new Ford Super Duty 450 4x4 chassis under the State of Minnesota Purchasing Contract from Airlake Ford-Mercury, Lakeville, MN in the amount of $29,821.00, plus sales tax. Funding shall be divided equally from the Sewer and Water Capital Equipment Replacement Funds. Authorization to purchase dump box and snow plow package from Truck Utilities MFG., Co., 2370 English St., St. Paul, MN, in the amount of $16,310, plus sales tax. Funding shall be divided equally from the Sewer and Water Capital Equipment Replacement Funds. COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: 4/23/01 AGENDA SECTION: CONSENT AGENDA NO: LI - ~ - ] '~ ITEM: RESOLUTION ACCEPTING BIDS AND AWARDING A CONTRACT FOR CITY PROJECT #2001- 00:2001 MISCELLANEOUS CONCRETE REPAIRS AND INSTALLATIONS ORIGINATING DEPARTMENT: PUBLIC WORKS CITY MANAGER DATE: Background: On February 26, 2001, City Council authorized staff to seek bids for the Miscellaneous Concrete Repair Program to replace/install concrete throughout the City. Plans and specifications were advertised for bids in the Focus on April 12, 2001 and Construction Bulletin on April 6th and 13m, 2001. Six contractors requested copies of the bidding documents. Five bids were received and publicly read aloud at the April 18, 2001 bid opening. A copy of the bid opening minutes is attached. Analysis/Conclusions: The low bid was submiRed by Ron Kassa Construction, Inc. of Elko, Minnesota, in the amount of $43,388.30. The unit prices axe consistent with the Engineer's Estimate and actually did not increase from the 2000 program unit prices. Specific items replaced or repaired under the Miscellaneous Concrete Program include structures such as curb and gutter, sidewalk and street panels. The concrete replacement is budgeted for in the Public Works Depax'U~ent budgets, such as in the Water Fund, for repairs of damaged concrete caused by water main breaks or paid for with funds generated by projects such as special assessments for curb and gutter replacement in seal coat areas. An addendum was prepared by staff to include the sidewalk work for Gateway Park at 37tn and Central Avenues, that was originally contemplated to be performed with the Central Avenue Street, Utility and Streetscaping project, now delayed until 2002. The layout includes color banding and exposed aggregate walk. This work will be funded by under City Project 1999-19, Gateway Park. 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 No. 2001-36 accepting bids and awarcVmg the 2001 Miscellaneous Concrete Repairs and Installations, Municipal Project #2001-00, to Ron Kassa Construction, Inc., of Elko, Minnesota, based upon their low, qualified, responsible total bid in the amount of $43,388.30 with funds to be appropriated from Fund 401-50100-4000; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. Attachment: Bid Opening Minutes Resolution COUNCIL ACTION: CITY OF COLUMBIA HEIGHTS Minutes of Bid Opening on Thursday, April 18, 2001 at 10:00 a.m. City Project No. 2001-00 2001 Miscellaneous Concrete Repairs and Installations Pursuant to an advertisement for bids for City Project No. 2001-00, an administrative meeting was held on April 18, 2001 at 10:00 a.m. for the purpose of bid opening. Bids were opened and read aloud. Attending the meeting were: Shari Thomas, Thomas & Sons Construction. Kevin Hansen, City Engineer James Molinaro, Engineering Tech III Bids were opened and read aloud as follows: Bidder Base Bid Addendum 1 Total Bid Ron Kassa Construction Inc. Standard Sidewalk, Inc Ti-Zaek Concrete Inc. Creative Curb, LLC Thomas & Sons Construction, Inc. $36,572.70 $6,815.60 $43,388.30 $37,868.50 $7,810.00 $45,678.50 $38,536.00 $10,728.00 $49,264.00 $43,596.95 $8,421.00 $52,017.95 $45,510.05 $9,001.00 $54,511.05 Respectfully submi ed, Kevin Hansen, Public Works Director/City Engineer RESOLUTION NO. 2001-36 RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR THE 2001 MISCELLANEOUS CONCRETE REPAIRS AND INSTALLATIONS, CITY PROJECT No. 2001-00 TO RON KASSA CONSTRUCTION, INC. OF ELKO, MINNESOTA WHEREAS, pursuant to an advertisement for bids for City Project No. 2001-00, Miscellaneous Concrete Repairs and Installations, bids were received, opened and tabulated according to law. The following bids were received complying with the advertisement: Bidder Base Bid Addendum 1 Total Bid Ron Kassa Construction Inc. Standard Sidewalk, Inc Ti-Zack Concrete Inc. Creative Curb, LLC Thomas & Sons Construction, Inc. $36,572.70 $6,815.60 $43,388.30 $37,868.50 $7,810.00 $45,678.50 $38,536.00 $10,728.00 $49,264.00 $43,596.95 $8,421.00 $52,017.95 $45,510.05 $9,001.00 $54,511.05 WHEREAS, it appears that Ron Kassa Construction, Inc., 6005 250~ Avenue East, Elko, Minnesota 55020 is the lowest responsible bidder. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA: The Mayor and Clerk are hereby authorized and directed to enter into a contract with Ron Kassa Construction Inc. in the name of the City of Columbia Heights, for the 2001 Miscellaneous Concrete Repairs and Installations, City Project No. 2001~00, according to plans and specifications therefore approved by the Council. The City Engineer is hereby authorized and directed to return, forthwith, to all bidders, the deposits made with their bids except the deposit of the successful bidder and the next lowest bidder shall be retained until the contract has been signed. City Project #2001-00 shall be funded with State Aid Maintenance Fund, General Fund, Park Fund, Street Fund, Sewer and Water Fund and PIR funds. Dated this 23rd day of April 2001. Offered by: Seconded by: Roll Call: CITY OF COLUMBIA HEIGHTS By: Gary Peterson, Mayor Patricia Muscovitz, Deputy City Clerk CITY COUNCIL LETTER Meeting of: 4/23/01 AGENDA SECTION: CONSENT AGENDA t~ -. ~ _ [ ~ NO. ITEM: AWARD OF 2001STREET AND PARKING NO. LANE STRIPING PROJECT ORIGINATING DEPARTMENT: PUBLIC WORKS DATE: CITY MANAGER BY: ~'/~ DATE: Backgrouml: On February 26, 2001, Council authorized staff to seek proposals for the 2001 Street and Parking Lane Striping project. Plans and specifications were sent to two companies which have bid on the project in the past. Two proposals were received by the deadline on April 17, 2001 at 3:30 p.m. The bids received were as follows: Company AAA Striping Service Co. Precision Pavement Marking Inc. Amount $4,771.81 $6,074.30 Funds are budgeted for this project in State Aid Maintenance ($6,000.00) and the General Fund - Traffic Signs and Signals ($750.00). The low bid was under the amount budgeted for the 2001 budget. RECOMMENDED MOTION: Move to award the 2001 Street and Parking Lane Striping project to AAA Striping Service Co., of Rogers, Minnesota, based upon their low, qualified, responsible bid in the amount of $4,771.81, with $4,142.83 to be appropriated from Fund 212- 43190-4000 and $628.98 to be appropriated from Fund 101-43170-4000; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. COUNCIL ACTION CITY COUNCIL LETTER Meeting of: April 23, 2001 AGENDA SECTION: NO: ITEM: License Agenda NO: ORIGINATING DEPT.: License Department BY: Kathryn Pepin DATE: April 20, 2001 CITY MANAGER APPROVAL DATE:~/~J" BY: BACKGROUND/ANALYSIS Attached is the business license agenda for the April 23, 2001 City Council meeting for new contractors in 2001. Also included is an application for an Off Sale Beer License for Jamila Hassuneh for the Santana Express Grocery Store at 4901 Central Avenue. At the top of the license agenda you will notice a phrase stating *"Signed Waiver Form Accompanied Application". This means that the data privacy form has been submitted as required. If not submitted, certain information cannot be released to the public. RECOMMENDED MOTION: Move to approve the items as listed on the business license agenda for April 23, 2001 as presented. COUNCIL ACTION: TO CITY COUNCIL April 23, 2001 *Signed Waiver Form Accompanied Application 2001 BUSINESS LICENSE AGENDA APPROVED BY CONTRACTORS LICENSED AT FEES BUILDING OFFICIAL *Bechard Masonry *Complete Comfort Heating *KAL Construction *Minnesota Gas Light *PMJ Group, Inc. *Signcrafters *Northwest Asphalt *United Water & Sewer 1709 Walnut Circle N. 3899 Cheshunt Dr. 1519 - 39t" Ave. N.E. 7866 University Ave. NE. 9219 Telford Crossing 7775 Main St. N.E. 1451 Stagecoach Rd. 11866 Wayzata Blvd. 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 TREE SERVICES PUBLIC WORKS DEPT. *Top Notch Treecare 6980 Oxford St. 50.00 OFF SALE BEER POLICE DEPT, FIRE, BLDG. *Jamila Hasuneh dlbla Santana Express 4901 University Ave. 150.00 license agenda FUND 225 235 740 250 278 7:79 .<! 02 /102 .",()4 ,., () 9 ' 0 :i 720 (3 E: N E: !:;: A L.. C:E?!MUNITY DEVELC!F:'PIE:NT F:Lj}'.O:) AN[:IKA COUN'r'f' F:'AF;,'KV:I:EW VILLA N(:)F~T'H ECONOMIC: DEVEZL. 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C:HE:CI{ NI,.JI"I[':~E!::,' ~'iFIOLJi,rT' PROCLAMATION LOYALTY DAY WHEREAS, the citizens of this city are extremely proud of this nation's more than 200-year heritage of freedom and are loyal to the ideals, traditions and institutions which have made our nation so great, and WHEREAS, their obvious education to our way of life is indicative of a strong, continued desire to preserve the priceless American heritage, and WHEREAS, they will be proud to stand and publicly declare their determination toward actively and positively safeguarding our freedoms against any foreign or domestic enemies, now THEREFORE, I Gary L. Peterson, Mayor of the City of Columbia Heights, do hereby call upon all my fellow citizens to take full advantage of the special occasion known as Loyalty Day, celebrated annually for over 40 years throughout the nation on the first day of May, as an incentive for every true American to reafftrrn his and her love of flag and country, and I urge that all individuals, schools, churches, organizations, business establishments and homes within my official jurisdiction to display proudly the flag of the United States and participate in public patriotic Loyalty Day activities which are to be co-sponsored by the VFW and the Ladies Auxiliary on Loyalty Day, May 1, 2001. Mayor Gary L. Peterson PROCLAMATION MAYOR' S PRAYER BREAKFAST COLUMBIA HEIGHTS, MN WHEREAS, in 1952 an event was inaugurated by leadership groups in the United States Senate and the House of Representatives and, WHEREAS, a voluntary committee of citizens has joined together in celebration of Columbia Heights to sponsor the Columbia Heights Mayor's Prayer Breakfast, hosted by the Mayor of Columbia Heights at Murzyn Hall; and WHEREAS, it shall be proclaimed "A Day of Personal Rededication in Columbia Heights," calling upon all citizens to join in quiet reverence and dedication as stated in the Declaration of Independence: "We hold these truths to be self-evident; that all men are created equal; they are endowed by their Creator with certain unalienable rights; that among these are life, liberty and the pursuit of happiness; that to secure these rights, governments are instituted among men..." NOW, THEREFORE, I Gary Peterson, Mayor of Columbia Heights, do hereby proclaim Tuesday, May 15, 2001, as the date of the Columbia Heights Mayor's Prayer Breakfast. Gary L. Peterson, Mayor PUBLIC WORKS · CEN~'RALGAK~GE CITY OF CC:)LUMBIA HEIGHTS (l") · ENGINEERIN(; · STREETS · PARKS 637 38TH AVENUE N. E., COLUMBIA HEIGHTS, MN 55421-3806 (763) 706-3700 FAX 706'3701 ARBOR DAY - ARBOR MONTH PROCLAMATION WHEREAS: Native Minnesotans and early pioneers depended upon existing forests to survive in an often harsh yet beautiful !and, as do Minnesota's earrent residents and landowners; and WHEREAS: The old growth red and white pine forests in the North, the mature hardwood forests of the Southeast, and the oak savannahs bordering the prairies in the South and West continue to change; and WHEREAS: Citizens must become stewards of their own environment by planting, maintaining, and protecting trees so that the benefits trees provide throughout their life cycles continue to improve the quality of life that we as Minnesotans enjoy and depend upon; NOW, THEREFORE, I, Gary Peterson, Mayor of the City of Columbia Heights, do hereby proclaim April 27, 2001, to be ARBOR DAY AND THE MONTH OF MAY 2001 TO BE ARBOR MONTH IN THE CITY OF COLUMBIA HEIGHTS, MINNESOTA FURTHER: I urge all citizens to plant trees to gladden the hearts and promote the well- being of present and future generations. DATED: This 23rd day of April Mayor Gary Peterson THE CITY OF COLUMBIA HE[GHT$ DOES NOT DISCRIMI 4ATE ON THE BASIS OF DIS, ABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES TDD (763) 706-3692 CITY COUNCIL LETTER Meeting of April 23, 2001 AGENDA SECTION: NO: ITEM: NO: Close Heating Rental License Revocation ORIGINATING DEPARTMENT: Fire BY: Dana Alexon DATE: April 18, 2001 CITY MANAGER APPROVAL The matter of the revocation of the license to operate a rental unit(s) within the City of Columbia Heights against Scott Owens regarding rental property at 4032 Van Buren Street for failure to meet the requirements of the Residential Maintenance Codes was previously scheduled to commence at the City Council meeting of April 23, 2001. The public hearing 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 Scott Owens Regarding Rental Property at 4032 Van Buren Street in that the Property is in Compliance with the Residential Maintenance Code. COUNCIL ACTION: CITY OF COLUMBIA HEIGHTS 590 40th Avenue N.E., Columbia Heights, MN 55421.-3878 (763) 706-3600 TDD (763) 706-3692 Visit Oitr Website at: www. ci. columbia-heights. mn. us PLANNING AND ZONING COMMISSION REGULAR MEETING- MINUTES April 3, 2001 MEMBERS Tom Ramsdell, Chair Donna Schmitt Ted Yeh~ Stephen Johnson Tammesa Ericson The April 3, 2001 Planning and Zoning Commission meeting was called to order at 7:05 p.m. by Chairperson Ramsdell. Members present were Schmitt, Ericson, Johnson, Yehle, and Ramsdell. Also present were Jim Hoeft (City Attorney), Kathryn Pepin (Secretary to the Planning and Zoning Commission), and Tim Johnson (City Planner). Motion by Yehle, seconded by Ericson, to approve the minutes from the meeting of March 6, 2001 as presented in writing. Voice Vote: All Ayes. Motion passed. NEW BUSINESS: Public Hearing Conditional Use Permit Case #200 1-0406 Sepiku Opportunites, LLC Ken Hertz RE: 508 N.E. 40th Avenue Tim Johnson, City Planner, presented the request of Ken Hertz and Sepiku Opportunities, LLC for a Conditional Use Permit to allow the second floor to be used as a residential dwelling unit. He stated that Mr. Hertz purchased the building in 2000 and converted the second floor into an apartment and has rented it for a few months without first obtaining the required zoning approvals and City rental license, He added that the Fire Department has inspected the unit but has not issued the license because of the outstanding required zoning issues. Mr. Johnson cited Section 9.113(2}(b) of the Zoning Ordinance which requires a Conditional Use Permit for dwelling units in the Retail Business District provided the units do not occupy the first floor of the commercial space and a roof intended for usable space shaft be enclosed by a wall or fence not less than five feet in height. He stated that the applicant currently has tenants occupying the second story living space in the building and the roof is not accessible from the rental unit. The proposal meets the two conditions established in the Zoning Ordinance. The apartment currently contains two bedrooms, one bathroom, a utility room, a kitchen and deck, all on the second floor. The total living space is roughly 1,221 square feet. He informed the Commission that in September of 1999 a request for a Conditional Use Permit and site plan were approved on behalf of Merit Siding for the construction of a 40'x48' accessory building on the site to be used for storage of miscellaneous parts, equipment and construction vehicles. Due to the death of the owner and dissolution of Merit Siding, the property was sold by the bank and the building never completed. Planner Johnson stated that, at this time, the applicant is not proposing any physical changes to the site or any exterior structural changes to the building. However, any improvements are subject to review and approval by the Zoning Official, Building Official and the Fire Department. He further stated that Staff has visited the site and has the following concerns: THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER PLANNING AND ZONING COMMISSION REGULAR MEETING - MINUTES APRIL 3, 2001 PAGE 2 4. 5. 6. The property has incomplete fencing in front of the pole barn facing 40~ Avenue. This needs to be fixed. Both pomhes on ground level on the back side of the building have no railings in place. These are safety issues that need to be addressed immediately. Back porch on ground level needs to provide a clear exit to the parking surface. A second stairwell with a clear exit has to be installed. The current stairwell is blocked by a cellar access door. Siding and window trimming shall be completely finished. Pole structure adjacent to commercial structure is in an unfinished state. The Building Official has requested that the unfinished pole structure either be completed or torn down within 60 days. The entire property needs to he cleaned up immediately. There are miscellaneous items, appliances, refuse, etc. behind the structure that are unsightly in appearance. He added that any improvements are subject to review and approval by the Zoning Official, Building Official, and the Fire Department. Planner Johnson stated that the minimum yard and density requirements in the Retail Business District are as follows: Every lot shall have a minimum frontage of 40 feet. The existing property has roughly 50 feet of frontage along 40th Avenue which meets this requirement. Front Yard shall be 15 feet. The existing building is roughly two feet off the front property line which does not meet this requirement. The floor area ratio shall not exceed 1.0. The subject property has a floor area ratio of approximately .8 which meets this requirement. A building which is not served by an alley shall have one 10 foot side yard. The existing building meets this requirement as the east half of the lot is vacant of any structure. No building shall be erected within 10 feet of any alley. There is no rear alley. He informed the Commission that the existing building does not meet the front yard setback requirement of the Zoning Ordinance. However, considering that it was constructed in 1915 prior to the adoption of zoning regulations, it would be considered legally nonconforming and could continue to be utilized without variances. He added that the parking requirements for a dwelling unit requires two (2) parking spaces, which have been provided directly behind the building. The parking layout shows two legal spaces measuring 9 X 20 in size and will be required to be striped and maintained. A bumper curb and separation from the building will be required. PLANNING AND ZONING COMMISSION REGULAR MEETING - MINUTES APRIL 3, 2001 PAGE 3 Planner Johnson stated that the one issue that needs to be addressed is the driveway that runs along the south side of the subject property. This driveway is a separate platted lot and ownership of the property is undetermined. It is staff's impression that the lot was platted as a driveway which was intended to be used by the adjacent properties. The other area that is in question is the area used for ingress and egress from Summit Street to this property which is also used to access the adjacent apartment complex. This area is not hard-surfaced at all, and is currently a muddy mess. This issue should be addressed in relation to future development of this site. Chairperson Ramsdell opened the public hearing. He asked the representative of Sepiku Opportunities why the second floor of this building was rented without the required City license and approvals. Marshall Jackson, representing Sepiku Opportunities, LLC., was present to state the building was purchased on a foreclosure in January 2001 and that they were told by Northeast State Bank that the second floor unit was a legal rental unit. He added that due to weather conditions, the exterior items had not been completed and wanted "to calm the fears of the City" and assured the Commission that he would do everything possible to complete the minor violations as soon as possible stating "it's not as if the building is a hazard". Chairperson Ramsdell disagreed citing the unsafe condition of the uncompleted pole building, the decks on the rear of 508 and the debri. He added that Mr. Jackson should be aware of the City requirements and stated that the tenants currently living in the unit are in violation. Ramsdell stated that he is not one to put tenants out on the street and would not do that, but they are in violation of City laws and felt that timeframes should be implemented on the completion of the items listed. Commissioner Steve Johnson asked Mr. Jackson if he owns other rental property. Mr. Jackson replied that he was involved in the 500 N.E, 40t" Avenue project and Conditional Use Permit but that second floor rental unit was already in existence. Mr. Jackson apologized asking the Commission to allow him thirty days to hire a contractor to get permits and complete the work on the pole building and in the rental unit. Chairperson Ramsdell asked Matt Field, representing the Housing Maintenance Division of the Fire Department, for an outline of the contact between the applicants and the Fire Department. Inspector Field stated that on January 25, 2001 an initial inspection was conducted upon request of the applicants for an inspection of the second floor for use as a rental unit and some minor violations were noted. At that time, there had not been any receipt of an application for license or license fee paid. He added that it is the policy of the Fire Department Housing Inspectors to not indicate whether approval will be granted. On January 30, 2001 compliance letters were sent to the owners. On February 9, 2001, the Fire Department was informed by the Zoning and Building Officials that the property had not been approved for the use of the second floor as a rental unit nor had any permits been obtained for any alterations or changes to residential use from the previous commercial use. On February g, 2001 a letter was sent to the applicant by the Fire Department advising them that there would be no approvals granted until approval is obtained through the Zoning and Building Departments of the City and if the issue was not resolved in thirty days they would be cited for operating an unlicensed rental property. On approximately February l5, 2001 PLANNING AND ZONING COMMISSION REGULAR MEETING - MINUTES APRIL 3, 2001 PAGE 4 a license application and fee were received from Ken Hertz but was not processed due to the lack of City approvals. On February 23, 2001, a complaint was received from a tenant in the second floor unit regarding lack of hot water, etc. with that person stating that they had been living there a while. On March 2, 2001, a follow-up inspection of the previously noted violations was conducted by Inspector Gorman at which time additional violations were noted. He added that the required license has still not been issued nor has any verbal approval been given to use the space as a residential rental unit. He informed the Commission that the unit had been licensed prior to 1996 as a rental unit but not since then. Chairperson Ramsdell expressed his disappointment in the business practices of the applicant in respect to city requirements and the outstanding code items, exterior condition of the building site and debri as the applicant, Mr. Hertz, owns other properties in the City and should know the process that is necessary for operating a rental property. He also expressed his dismay that alterations had been made to the second floor without the required permits and inspections and directed Mr. Jackson to obtain contractors to complete the work advise his contractors to secure the required permits as soon as possible. Mr. Jackson assured the Commission that he would have the handrails and other code items repaired and find a contractor to finish everything and bring the site to code within thirty days. Chairperson Ramsdell asked the City Attorney where the City stood regarding the existing tenants. Attorney Hoeft stated that the Commission should look at the situation and use it to get the property owner to bring the property to code and complete the outstanding items. In this case, he stated that he could appreciate Mr. Jackson's comments, however, he stated that "it was clear that it was easier to ask for forgiveness than to ask permission". He felt it "disingenuous" that Mr. Jackson plead ignorance to the issue as Attorney Hoeft is aware that Mr. Jackson's partner, Mr. Hertz, has extensive involvement in rental properties in other cities and knows what must be done to operate rental properties. He suggested the Commission use this opportunity to gain compliance especially if Mr. Jackson and Mr. Hertz want to keep their tenants in the rental unit and continue collecting monthly rent. The recommendation to the City Council for approval should include the completion of the items as listed in the Staff report with a definite time frame attached to "trigger" review at the end of the allotted time frame and, if not completed, issue citations to all involved parties. Chairperson Ramsdell specifically addressed the status of the pole building to Staff and that the timeline also he 30 days to complete, Planner Johnson indicated that it was 60% finished but the process started over two year ago and asked the Commission of it wouldn't be in the best interest of the City to remove it from the site or allow it to be completed. Ramsdell asked Mr. Jackson what their intentions were for use of the building. Mr. Jackson stated that they were trying to decide if the building would be advantageous to the use of the 500 N.E. 40th Avenue property as they were intending on applying for a wine license for an Italian restaurant and might need the building to provide the required parking. Otherwise, the building would be used for storage as it is well built and would be a shame to tear PLANNING AND ZONING COMMISSION REGULAR MEETING - MINUTES APRIL 3, 2001 PAGE 5 it down. He added that they would abide by the decision of this Commission regarding the fate of the pole building. Commissioner Yehle asked Mr. Jackson what the building at 508 had to do with the parcel at 500 - 40t" Avenue as they were separate parcels. Planner Johnson explained that Mr. Jackson and Mr. Hertz were both involved in the ownership of the two parcels and were attempting to put together plans for a restaurant with beer and wine at the 500 property but would need the added room at 508 to accommodate the required off-street parking in conjunction with the wine license. Mr. Jackson stated that they are waiting for drawings from their architect who is designing a parking area to accommodate the proposed new restaurant for the 500 property. Ramsdell asked if the 500 Club was currently open. Mr. Jackson replied that it was closed as it's current configuration did not work and was closed for renovation. It was Commissioner Schmitt's opinion that it would be to Mr. Jackson's benefit to remove the pole building from the property. Commissioner Steve Johnson asked Mr. Jackson if anyone directed them to contact the City prior to purchase to check for City requirements and added further that the purchase agreement they would have signed states that it is the responsibility of the purchaser to check for applicable city requirements for proposed use. He stated that purchasing the property under a foreclosure as they did lead him to believe that they bought the property for a bargain, but that does not eliminate any responsibility and referred to the City Attorney. It was Johnson's opinion that by owning other properties in the City, the applicants should have known to check with the City for requirements prior to doing anything. Attorney Hoeft stated that the process is called "due diligence" which means contacting the governmental entity to see if there are any code violations, the current status of the property regarding zoning and what regulations would be relevant pertaining to the proposed use of the property. Mr. Jackson stated that he honestly believed that after the Fire Department inspected the unit he could go ahead and rent it adding that if he could have avoided getting into this awkward position, he certainly would have done things differently. If he would have followed the rules, he felt the Commission would have "a lot more faith and respect" for him. Commissioner Yehle asked Chairperson Ramsdell if the item could be tabled until all the outstanding items are completed. Ramsdell stated that tabling the item would bring the decision too close to the 60 day State Statute deadline. It was Ramsdell's opinion that the item should be denied until such time all the items are completed as he would be reluctant to approve a Conditional Use Permit even with the conditions attached adding that if the items PLANNING AND ZONING COMMISSION REGULAR MEETING - MINUTES APRIL 3, 2001 PAGE 6 are not completed in thirty days, then further action would be taken that would result in the tenants having to relocate until such time the unit is a legally licensed rental unit. Mr. Jackson asked the Commission if they would prefer the pole building to be torn down. The Commissioner's collectively agreed. Commissioner Johnson stated that "when you are buying a distressed property, in his business, it is the #1 rule that the buyer contact the governmental entity to find out the particulars of the site. He stated that his business would not want to incur the liability and have the sale come back". Mr. Jackson stated that he understands that Mr. Hertz has a history with the City of Columbia Heights, "but I am not Mr. Hertz". He asked the Commission "to respectfully give me a chance as I made an honest mistake". Commissioner Ericson was concerned with the tenants as victims in this matter. She further stated that it was clear to her that Mr. Hertz was the applicant for the Conditional Use Permit request but should have relayed appropriate information to his partner. Council Liaison Szurek was present and stated that it was unfortunate that Mr. Jackson partnered with Mr. Hertz as Mr. Hertz does have a history with the City, and not a good history. She felt that Mr. Hertz should have made his partners aware of City procedures and rules. Commissioner Ramsdell stated that he was torn between two options to resolve this case. Rather than deny the request totally and put the tenants out, he felt the better option would be to approve the request and attach conditions including an eleventh condition stating that if all conditions are not in compliance within thirty days from date of formal approval, the Conditional Use Permit will be revoked. The Commissioners concurred. Motion by Ramsdell, seconded by Yehle, to recommend to the City Council the approval of the Conditional Use Permit to allow a dwelling unit on the second floor of the building at 508 40th Avenue NE, subject to the following conditions: 1. All required state and local codes, permits, licenses and inspections shall be met and in full compliance. At no time shall any space directly associated with the dwelling unit occupy the first floor of the building. This shall include, but not be limited to, kitchens, restrooms, and bedrooms. The two off-street parking spaces provided shall be striped and signed in a manner that is consistent with applicable regulations and shall be provided with bumper curbing. Any future commercial use in the lower floor space shall also provide additional legal striped parking to meet the requirements for future use of the building. PLANNIN ING AND ZONING COMMISSION REGULAR MEETING - MINUTES APRIL 3, 2001 PAGE 7 5. 6. 7. 8. 9. 10. 11. The fence in the front of the property facing 40tk Avenue shall be repaired. Railings shall be installed on the two back porch landings to meet building code. Second stairwell on back porch shall be installed for a clear exit to parking lot. Siding and window trim on the entire building shaft be finished. Entire property shall be cleaned up and properly maintained on a regular basis. Pole structure on property shall be torn down within 30 days. Large hole in paved parking area shall be filled in. If all above items are not in compliance at the end of thirty days from the date of final approval, this conditional use permit will be revoked. Voice Vote: All Ayes. Motion passed. **THIS ITEM TO APPEAR ON THE APRIL 9, 2001 CITY COUNCIL AGENDA. Motion by Yehle, seconded by Johnson, to adjourn the meeting at 8:30 p.m. Voice Vote: All Ayes. Motion passed. Respe~bml~tte~ Secretary to the Planning and Zoning Commission kp COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) REGULAR MEETING MINUTES OF MARCH 20, 2001 CALL TO ORDER - The Regular Meeting of the Columbia Heights Economic Development Authority OEDA) was called to order by President Robert Ruettimann at 6:34 p.m., Tuesday, March 20, 2001, in the Parkview Villa Community Room B, 965 40~ Avenue NE, Columbia Heights, Minnesota. ROLL CALL Commission Members Present: Robert Ruettimann, Patdcia Jindra, Marlaine Szurek, Gary Peterson, Julienne Wyckoff, Brace Nawrocki, and Bobby Williums Commission Members Absent: Staff Present: Randy Schumacher, Acting Deputy Executive Director Anita Kottsick, Parkview Villa Housing Administrator Cher Bakken, Secretary to Community Development PLEDGE OF ALLEGIANCE ADDITIONS/DELETIONS TO MEETING AGENDA- Szurek requested that the Transition Block Redevelopment Plans be added to the Administrative Report, Section B-3. CONSENT AGENDA (These items are considered to be routine by the EDA Board of Commissioners and are enacted as part of the Consent Agenda by one motion). A. Adopt the consent agenda items as listed below. 1) Approval of Minutes - regular meeting of February 20, 2001. The minutes were amended as follows: Page 2, 4~h paragraph, should read: Barnes reported on a five hundred million dollar SOS package recently put out by local legislators that would help Senior Citizens in many ways. Page 3, 3~d paragraph, should read: It was a unanimous decision of the Commissioners to authorize new negotiations of the current one year ontion of the management contract with Crest View Management for Parkview Villa. MOTION by Nawrocki, seconded by Szurek, to adopt the minutes of the February 20, 2001 regular meeting with the two amendments as discussed. All ayes. MOTION CARRIED. 2) Financial Report and Payment of Bffis a. Financial Statement - February, 2001 b. Payment of Bills - February, 2001 MOTION by Nawrocki, seconded by Jindra, to approve Resolution 2001-03, a Resolution of the Columbia Heights Economic Development Authority (EDA) approving the financial statements for February, 2001 and approving payment of bills for February, 2001. All ayes. MOTION CARRIED Nawrocki asked when the Financial Report is going to be revised so that everyone can better understand it. Ruettimann clarified that this is a project on the Task List that he and Bill Elfite are still planning on doing. REPORT OF THE MANAGEMENT- Anita Kottsick, Parkview Villa Housing Administrator. Kottsick reported that the starter on the circulation pump was not functioning properly in the North building on the morning of March 7, 2001. Repairs were made and the heat was restored by I 1 a.m. that same day. Economic Development Authority Meeting Minutes March 20, 2001 Page 2 of 5 Kottsick stated she would be on vacation on March 30t~. Wyckoff was concerned as to why a couple of months ago we were looking for people to fill the vacancies at 4607 Tyler Street, and now we have thirteen people on the waiting list. Kottsick stated that she wasn't aware of any problems with these units since she took over the position and wasn't sure if prior management had any problems and that the management records would probably show that information. CrriZEN FORUM TO ADDRESS EDA ON MAI'rERS NOT ON THE AGENDA Irene Sufka, Unit 104, stated that the EDA meeting was not held at Parkview Villa in February and asked what the results of the Resident Survey were. Ruettimarm read the results of the survey as printed in the February 20, 2001 minutes. RECOGNITION, PROCLAMATIONS, PRESENTATIONS, GUESTS- None. PUBLIC HEARINGS- None. ITEMS FOR CONSIDERATION A. Other Resolutions. 1) Approve Resolution 2001-04, Public Housing Assessment System (PHAS) Management Operations Certification- Randy Schemacher. Schumacher stated the annual HUD report is required for management of Public Housing units. The blank areas on the form are programs or policies we curren~y do not have in place. The report deals with management performance issues as they relate to rental information and capital expenses. Following Board approval, the report will be electronically submitted to HUD. Nawrocki questioned why the high number of turnaround days under Sub-Indicator # 1, V 12400. Kottsick explained that the number is high due to: 1) renters are required to give a 30 or 60 day notice before vacating their unit; 2) 120 days of the 912 was used for elevator modernization equipment storage during that process; and 3) sometimes it takes more time to clean up and/or make repairs to unit, because the resident lived there many years. Discussion included why the deposit is not kept if the renter or prospective renter; 1) does not move out on time, 2) leaves the unit in need of extensive repairs; or 3) backs out of moving in at the last minute. Ruettimann requested Kottsick to do a breakdown of the 912 vacant hours. MOTION by Szurek, seconded by Wyckoff, to approve EDA Resolution 2001-04, Being a Resolution of the Columbia Heights Economic Development Authority confirming approval of the Public Housing Assessment Systems (PHAS) Management Operations Certification; and furthermore to direct the Executive Director to forward same to the U.S. Department of Housing and Urban Development. All ayes. MOTION CARRED. B. Bid Considerations - None. C. Other Business 1) Review EDA and Community Development Annual Report. Schumacher reported that staff has prepared the EDA and Community Development Annual Report and submitted it to the Finance Depaxtment for approval. This report was given to the EDA Board for informational purposes only. Economic Development Authority Mee~ug Minutes March 20, 2001 Page 3 of 5 Commissioners and staff clarified some of the issues on the Annual Report for Commissioner Nawrocki. Staff was also asked to provide him with a copy of the Agency Plan for Public Housing that was adopted. ADMINISTRATIVE REPORTS A. Presidents Report- Robert Ruettimann. 1) Develop Task Force Committee Ruettimann suggested that a Task Force Committee be formed to work on the implementation of the Downtown Master Plan. The Task Force would consist of seven members from the following depa~hncnts or committees: EDA, Bob Ruettimarm and Pat Jindra; Planning and Zoning, Tom Ramsdell; City Council, Bruce Nawrocki; Public Works, Keyin Hansen or Kathy Young; Staff, Walt Fehst or Randy Schumacher; and Finance, Bill Elrite or a staff member to be available as needed. This committee would serve as an advisory group to start the redevelopment process. They would take this information to each of their commissions, indicating what may need to be approved in each stage of the Downtown Master Plan. He also recommended that the Task Force establish a common meeting date and goals for the Committee. MOTION by Nawrocki, seconded by Williams, to establish a Redevelopmental Advisory Committee as outlined by the President of the EDA, with appointments to the committee to be made by the Chair, Bob Ruettimann and Co-Chair, Pat Jindra. All ayes. MOTION CARRIED. 2) Status Report on Remodeling at Parkview Villa. Ruettimann referred to the Board direction to remodel units 106 and 102 to the current Handicap Accessible requirements. After looking into the costs of remodeling, the Davis Bacon requirements for labor standards, Lead Base Paint issues, and required bid specifications, staff has recommended that the units should not be remodeling at this time, and therefore authorized Kottsick to rent out unit 106. 3) Lead Base Paint Assessment at Parkview Villa. Schumacher explained that HUD has come out with a new Lead Base Paint requirement for Public Housing units, which impacts all future leases at Parkview Villa. The requirement applies when you disturb two square feet of paint, or when you have children ages six or under in a unit. Parkview Villa does not qualify for the exemption and will need to complete a Lead Base Paint evaluation. Schumacher has contacted other cities that have already complied with the requirements. The testing will cost approximately $3,756. Ruettimann suggested the City Building Official, Mel Coilova, obtain certification to do Lead Base Paint testing for the City of Columbia Heights. Ruettimarm will check into the cost of this training and will speak to Collova in regards to his interest in being certified for the Lead Base testing. 4) CDBG Grant Funds Staff has applied for $300,000 in CDBG Funds for 2001. Anoka County Housing staff has recommended $200,000 be allotted to Columbia Heights. Schumacher will get a final determination next week of the amount to be received. Wyckoff asked if the purchase of the Conoco Station fell through, if the funds could be used on another project. Ruettimann stated the Board could apply for fund reallocation. Economic Development Authority Meeting Miuutes March 20, 2001 Page 4 of 5 B. Report of the Aaing Deputy Executive Director- Randy Schumacher. 1) Parking Ramp Report on Physical Audit. Schumacher explained that at the February, 2001 EDA meeting, the Board discussed options relating to the pending maintenance agreement with Columbia Park Medical Croup on the 4011 Van Buren Street Parking Ramp. Staff has obtained an evaluation of the parking ramp patrons from the Police Department and a proposal from Vedi Associates, Inc. to perform a Physical Condition Audit of the rump in the amount of $6,710. The Commissioners had many questions they want answers to before signing this agreement. Ruettimarm will contact Mr. Vedi to clarify issues that are unclear in the proposal. 2) Update Capital Improvement Plan for Parkview Villa. Staff has updated the draft informational sheets for Parkview Villas Capital Improvement/Replacement Schedule. This program was last reviewed in 1999. A five-year schedule was added. This indicates future expenses to maintain Parkview Villa buildings. Staff asked that a sub committee be assigned to review, update, adjust, and submit a recommendation to the Board for approval. Rnettimarm suggested prioritizing repairs to be done this year, or if they can be done in the future. He stated he will get a clear understanding of what funds are in the budget so as to determine what repairs need to be done this year. Szurek stated that she was on the last CIP committee and at that time Bill Gault went through the units suggesting what should be replaced and the approximate cost for each item, such as cupboards, stoves, etc. Kottsick mentioned she will make notes for the committee during her annual inspection. Ruettimann assigned Commissioners Jindra, Nawrocki and Szurek to do an assessment of all the apartments at Parkview Villa and present the Board with a list of repairs that need to be done now or in the future. C. Report of the Executive Director-None. D. Transition Block Redevelopment Project for the 22 Units of Affordable Townhomes. Schumacher on behalf of the Executive Director presented the plan for 22 Units of Affordable Townhomes, for review of the exterior presentation. The closing of the property will be held on Monday, March 26, 2001. He indicated that Fehst felt the exterior of the building appeared to be very plain and unattractive. He asked that any comments or suggestions be brought to his attention before the closing on Monday. Ruettimann and Jindra reviewed the plan, as they had not seen them before. The Board recommended the developer, add a different colored siding to the front three peaks of the complex, to present an accent for the exterior of the units. MOTION by Ruettimann, seconded by Williams, to state that the drawings brought before the EDA Board did not meet what the Board's expectations of the building were to be. All ayes. MOTION CARRIED. Economic Development Authority Meeting Minutes March 20, 2001 Page 5 of 5 E. Attachments= Resident Council Minutes of February 12, 2001- Pat Xindrn. Jindra submitted the minutes of the meeting that she artended and reported on last month. Ruettimann requested approval for Jindra to attend the Resident Council meetings each month, instead of quarterly, and that she be reimbursed for her attendance. MOTION by Ruettimarm, seconded by Peterson, to approve Jindra attending the Resident Council Meetings on a monthly basis, present a monthly report to the Board, and reimbursed her for attendance at the meetings. All ayes. MOTION CARRIED. Other Business $indra asked if we still have the PA System at Parkview Villa that you could use for announcing different events, meetings, fire drills, etc. A resident stated the Fire Department told residents that management could not use the system, as it should only be used for emergencies by the Fire Department. She stated that in the past, the system was used to alert residents during tornado warnings. Ruettimarm requested Schumaeher check with the Fire Department on the status of the PA System, and if management can use it for their announcements. Ruettimarm again requested that the HRA take over Parkview Villas North building, and that the EDA keep the south building. This would flee up time to work on development of the two areus of the city. The HRA would only focus on the North building and the EDA could go forth with the development of the city. Szurek, the new HRA Chair, will discuss this at the next I-IRA meeting. MEETINGS The next EDA meeting is scheduled for 6:30 p.m., Tuesday, April 17, 2001 in Community Room B at Parkview Villa. ADJOURNM]ENT MOTION by Jindra, seconded by Wyckoff, to adjourn the meeting at 8:55 p.m. All ayes. MOTION Respectfully submitted, Cheryl Bakken Recording Secretary H:\EDAminutes2001\3-20-2001