HomeMy WebLinkAboutNovember 19, 2007 Work SessionMayor
Councilmembers
CITY OF COLUMBIA HEIGHTS """'''~"`'""'
Bruce h`ux~rnckr
590 40`" Avenue NE, Columbia Heights, MN 55421-3878 (763)706-3600 TDD (763) 706-3692 7un,me,•o Ulc!„n
Visit our websire at. www.ei.eolumbia-heiehu.mn.us Bruce Ketzenher~;
City M1lunager
Wolter K. Feh.~t
ADMINISTRATION
NOTICE OF CITY COUNCIL MEETING
to be held in the
CITY OF COLUMBIA HEIGHTS
as follows:
Meeting of: COLUMBIA HEIGHTS CITY COUNCIL
Date of Meeting: MONDAY, NOVEMBER 19, 2007
Time of Meeting: 7:00 P.M.
Location of Meeting: CONFERENCE ROOM 1
Purpose of Meeting: WORK SESSION
AGENDA
Capital equipment replacement of utility sewer televising rig
2. Proposal from Sherriff s Department
Liquor store items
4. Budget -summary, final cuts, add-backs, and final levy
The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to,
or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be
provided to allow individuals with disabilities to participate in all City of Columbia Heights' services,
programs, and activities. Auxiliary aids for handicapped persons are available upon request when the
request is made at least 96 hours in advance. Please call the City Council Secretary at 706-3611, to make
arrangements. (TDD/706-3692 for deaf or hearing impaired only)
CITY COUNCIL LETTER
Meeting of 11/19/07
AGENDA SECTION: WORK SESSION
NO:
ORIGINATING DEPARTMENT:
PUBLIC WORKS
CITY MANAGER
ITEM: AUTHORIZE TO SEEK BIDS FOR THE
CAPITAL EQUIPMENT REPLACEMENT OF UNIT
#102: UNDERGROUND SEWER TELEVISION
INSPECTION SYSTEM
BY: K. Hansen, L. McClanahan
DATE: 11 / 15/07
BY:
DATE:
Background:
The City purchased its first underground sewer television inspection system about 1976. Over the years, the Churney televising
system equipment was upgraded in a piecemeal fashion as the original components of the system failed. The last substantial
upgrade was made in 1993 when the Churney televising system was replaced with an Aries televising system. The Aries system is
not capable of generating concise and comprehensive records that are required to effectively inspect, maintain, repair and manage
the sanitary system and storm water system.
The existing televising system is mounted in a cargo trailer that was purchased in 1976 and the trailer is in poor condition.
In 2007, $140,000 has been budgeted for the replacement of the Aries televising system.
Analysis /Conclusions:
As the need for sewer pipeline rehabilitation continues to grow, televised inspections have become a vital source of information.
Limited funding o8en dictates that only the most critical conditions be rehabilitated. Setting rehabilitation priorities thus becomes
extremely important, and that can only be accomplished with quality pipeline inspection. NPDES requirements have also forced the
issue of televising storm sewer lines, similar to how we inspect our sanitary sewer system.
This equipment is not available off State or County purchasing contracts so staff is currently preparing bid specs for the
replacement of Unit #102, an Aries televising system.
Recommended Motion: Move to authorize staff to seek bids for the capital equipment replacement for Unit #102 underground
sewer television inspection system.
KH:jb
COUNCIL ACTION:
Office of the Sheriff
Anoka County
Sheriff Bruce Andersohn
325 East Main Street, Anoka, hIN 55303-2489 (763)313-5000 Fax (763)421-7503
October 31, 2007
Mayor Gary Peterson
City of Columbia Heights
590 - 40`h Avenue NE
Columbia Heights, MN 55421
Dear Mayor Peterson:
With the retirement of Chief Tom Johnson, the City of Columbia Heights lost a true police
professional. It will be difficult to replace his steady leadership after so many years. In addition
to Chief Johnson's departure, I am of the understanding that Captain Roddy maybe approaching
his retirement in the coming months, creating even greater challenge and change for the city as it
seeks to replace two capable and competent leaders.
Having this in mind, I pose the question, "Has the City of Columbia Heights considered a law
enforcement contract with the Anoka County Sheriffs Office as an alternative to its current
police services?" As you maybe aware, the Sheriff's Office provides policing services by
contract to six municipalities in Anoka County. These contracts provide for a full range of
policing service, including: Patrol, K-9, School Liaison, Crime Watch, and Investigations. I
believe we have created a contracting system that is extremely cost effective, yet focuses on
providing professional high quality law enforcement services to these communities.
The City of Columbia Heights has a long proud tradition within its police department. That
tradition would not be lost by contracting for services. Rather, it would be the beginning of a
new tradition of service to the citizens of your community.
If you or the members of the City Council are inte sta~wi lbe happy to meet with you ntracting
police services with the Shenff s Office, I and my
Sincerely,
,," ~jr
Bruce Andersohn
Sheriff
klh
c: Commissioner Jim Kordiak
Affirmative Action /Equal Opportunity Employer
CITY COUNCIL LETTER
WnRK SF.4STnN nF~ N(~VF.MRF,R 19. 2007
AGENDA SECTION: ORIGINATING DEPT: CITY MANAGER
NO: FINANCE APPROVAL
ITEM: LIQUOR STORE PROJECT CHANGE BY: WILLIAM ELRITE BY:
ORDERS
NO: DATE: NOVEMBER 15, 2007
Since July staff, the architect, and the contractor have been working on two additional change
orders for the liquor stores. One of these change orders is in relationship to the sign design,
appearance, letters, and lighting. This change order is not complete and will not be presented
until the December council meeting.
The other change order involves electrical modifications and is complete at this time. When the
original architectural work was done on the store there was a significant rush to get this to bid in
a timely manner to take advantage of the market. This was accomplished. However, in that rush
there was not adequate time for architectural and staff review of the electrical high and low
voltage plan and design for the store. This necessitated a change order and additional outlets and
circuitry for computers, vending machines, and video security that were not included in the
original architectural design. On August 4 when the first version of this change order was done,
the upgrade and electrical circuits in the store came through at $20,000. Since then staff, the
architect, and the electrician have spent a significant number of hours looking at how this could
be modified to reduce the cost. We have now finalized a plan that will provide adequate
electrical circuitry and adequate conduits and pathways for low voltage wiring that has reduced
the amount of the change order to $9,375.93. It is staff's opinion that both the architect and the
electrician have put forth every effort to keep this cost to a minimum and still provide what is
needed to operate the store. Based on this, it is staff's recommendation that the change order be
accepted.
RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into a
agreement with Copeland Building Corporation for change authorization #16, revision 4, totaling
$9,375.93.
WE: sms
0711 I S 1 COUNCIL
COUNCIL ACTION:
CITY COUNCIL LETTER
WORK SESSION OF: NOVEMBER 19.2007
AGENDA SECTION: ORIGINATING DEPT: CITY MANAGER
NO: FINANCE APPROVAL
ITEM: VIDEO SECURITY AT LIQUOR STORES BY: WILLIAM ELRITE BY:
NO: DATE: NOVEMBER 14, 2007
Back rg ound
Currently the liquor store on University Avenue is the only store with any type of video security.
We currently have four working cameras and a very antiquated recorder at this store. The other
stores have no video security surveillance equipment. When the architects designed the
specifications for the two new liquor stores it was decided not to include video surveillance
equipment as part of the bid spec. It was felt that we would be able to attain a better, more cost-
effective video system by doing a separate Request for Proposal. The Finance Director and
Liquor Operations Manager prepared the Request for Proposal document and the request was
published in the October 18t~' issue of the Sun. Focus.
The Need for Video Surveillance Security
The primary needs for a video surveillance system are to deter theft and to identify shoplifters
and robbery suspects with the greatest need being in the area of shoplifting. Over the years our
losses have increased drastically due to shoplifting. A good video security system deters
shoplifters and provides us with pictures that can be printed and distributed to staff. Older video
systems took a great deal. of staff time to monitor. However, modern day technology has made it
very simple and fast to zoom in on a recorded shoplifting episode and produce quality pictures of
the shoplifter. These photos can then be posted in the store as a deterrent to future shoplifters
and to make staff well aware of the specific customers to watch. It is safe to estimate that this
increased security could easily save t11e stores $10-$20,000 per year in lost merchandise due to
shoplifting.
Results of Request for Proposals
Five companies responded to our Request for Proposals and requested a copy of the
specifications. The proposal was put together for a primary system and included an optional
alternate system that provided for more cameras. Five companies requested the specs. Of these
five, three completed proposals. The attached spreadsheet lists the proposals received for the
primary and alternate systems. Marco, who has a very strong reputation in the computer and
security industry, submitted the low proposal. As there is a very small cost difference between
their primary proposal and the proposal for the alternate system, and as the alternate system
provides much more video security, it is staff's recommendation to go with the alternate
proposal.. Under this proposal the cost for liquor store #3 is $13,103.75, for Top Valu II
$39,202.64, and Top Valu I $46,323.63. It should be noted that this is a very state-of--the-art,
sophisticated video system and should fulfill our needs for 7-10 years. Marco also offered a 10%
discount if we do all. three stores at the same time. The discount amounts to a total savings of
$9,248.01. Staff will be reviewing the proposals in more depth and meeting with the vendor to
determine if there are any additional discounts or savings that we can take advantage of.
WE:sms
0'711141 COUNCIL
Attachment
5225 University
4950 Central_ _
2105 37th Ave
MARCO ~ Floyd Security Ingersoll Rand Tyco Fire & Security - ADT North Country
Primary Alternate Primary Alternate Primary Alternate
13,103.75 13,103.7 21,241.42 21,241.4 31,106.00 31,106.0 Did not submit a proposal Did not submit a proposal
42,782.85 46,323.6 44,939.80 52,653.6 55,024.00 75,821.0
35,093.56 39,202.6 42,592.54 49,993.2 50,590.00 75,821.0
90,980.16 98,630.02108,773.76 123,888.25136,720.00 182,748.00
CITY COUNCIL LETTER
WORK SESSION OF: NOVEMBER 19, 2007
AGENDA SECTION: ORIGINATING DEPT: CITY MANAGER
NO: FINANCE APPROVAL
ITEM: NEW LIQUOR STORE SHELVING BY: WILLIAM ELRITE BY:
NO:
DATE: NOVEMBER 14, 2007
At the time the architects prepared the bid specs for the new liquor stores they did not include the
display floor shelving. It was felt we could secure a better price by submitting a separate request
for price quotations. Based on this, Larry Scott, Liquor Operations Manager, prepared a spec far
the display floor shelving and submitted it to various distributors. Three price quotes were
received as shown on the attached worksheet. AA Equipment Company submitted the low cost
quotation. at $24,582 for Top Valu I and $18,764.62 for Top Valu II. It should be noted that
these prices do not include sales tax or freight.
RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into a
contract with AA Equipment Company for display for shelving in the amount of $43,346.62 plus
sales tax and freight.
WE:sms
0711142COUNCIL
Attachment
COUNCIL ACTION:
elvi
Installation
Total
Total Both Stores
u4 Equipment Company~~ Britz ~~ Madex
Store #1 Store #2 Store #1 Store #2 Store #1 Store #2
19,982.00 14,764.6 24,448.05 16,784.7 26,130.06 18,101.E
4,600.00 4,000.0 4,500.00 4,000.0 5,800.00 5,200.0
24,582.00 18,764.62 28,948.05 20,784.78 31,930.06 23,301.95
43,346.62 49,732.83 55,232.01
Stan Morgan 8~ Associates, Inc.
Did not submit a bid
RESOLUTION 2007-
RESOLUTION ADOPTING A BUDGET FOR THE YEAR 2008, SETTING THE CITY LEVY, AND
APPROVING THE HRA LEVY.
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL FOR THE CITY OF COLUMBIA HEIGHTS,
MINNESOTA: that the following is hereby adopted by the City of Columbia Heights.
Section A. The budget for the City of Columbia Heights for the year 2008 is hereby approved and adopted with
appropriations for each of the funds listed below.
Expense
General Fund 9,202,557
Community Development Fund 597,133
Economic Development Fund 274,863
State Aid 148,949
Cable Television 132,182
Library 738,346
DARE Project 5,375
Infrastructure 113,792
Capital Improvement 27,345,000
Capital Equipment Replacement Funds 461,815
Construction Funds 1,054,300
Central Garage Fund 579,273
Liquor Operating 7,964,924
Liquor Capital/Non-Operating 319,042
Water Utility Fund 2,209,771
Sewer Utility Fund 1,660,244
Refuse Fund 1,399,336
Storm Sewer Fund 387,556
Data Processing 268,532
Debt Service Fund 2,859,426
Total Expense Including Interfund Transfers 57,722,416
Section B. The estimated gross revenue to fund the expense budget of the City of Columbia Heights for all funds,
including general ad valorem tax levies and use of fund balances, as hereinafter set forth for the year 2008:
Revenue
General Fund 9,202,557
Community Development Fund 597,133
Economic Development Fund 274,863
State Aid 148,949
Cable Television 132,182
Library 738,346
DARE Project 5,375
Infrastructure 113,792
Capital Improvements 27,345,000
Capital Equipment Replacement Funds 461,815
Construction Funds 1,054,300
Central Garage Fund 579,273
Liquor Operating 7,964,924
Liquor Capital/Non-Operating 319,042
Water Utility Fund 2,209,771
Sewer Utility Fund 1,660,244
Refuse Fund 1,399,336
Storm Sewer Fund 387,556
Data Processing 268,532
Debt Service Fund 2,859,426
Total Revenue Including Interfund Transfers 57,722,416
RESOLUTION 2007-
RESOLUTION ADOPTING A BUDGET FOR THE YEAR 2008, SETTING THE CITY LEVY, AND
APPROVING THE HRA LEVY.
Section C. The following sums of money are levied far the current year, collectable in 2008, upon the taxable
property in said City of Columbia Heights, for the following purposes:
Estimated General Fund Levy 6,305,764
Estimated Library Levy 532,509
Estimated EDA Fund Levy 78,622
Total 6,916,895
BE IT FURTHER RESOLVED BY THE COUNCIL OF THE CITY OF COLUMBIA HEIGHTS, COUNTY OF
ANOKA, MINNESOTA: That the county auditor is authorized to fix a property tax rate for taxes payable in the
year 2008 that is higher than the tax rate calculated for the city for taxes levied in 2006, collectable in 2007.
BE IT FURTHER RESOLVED :That the City has adequate fund balances and reserves to pay 2008 Bond
principal and interest payments on General Obligation Bond Series 2003A and General Obligation Bond Series
2006A and that the county auditor is authorized to cancel these Bond Levies for taxes payable in 2008.
BE IT FURTHER RESOLVED: That the City shall levy a General Obligation Bond Series 2007A in the amount
of $128,475.17 and that the county auditor is authorized to collect these Bond Levies for taxes payable in 2008.
The City Clerk is hereby instructed to transmit a certified copy of this resolution to the County Auditor of Anoka
County, Minnesota.
Approved this ------------- day of
Offered By:
Seconded By:
Roll Call: Ayes:
Nays:
Mayor Gary Peterson
Patricia Muscovitz, Deputy City Clerk, CMC
City of Columbia Heights
Budget Cuts and Add Backs
Prepared 11 /08/07
Summary of add backs
New Items
Ma or/Council -$6,400
Deduction from su lies for 12 new chairs for Council dais
Bond revenue 27,000,000
Communit Center Ca ital Buildin $27,000,000
Addition for Public Safet Communi Center
Libra $19,190
Addition of Library Clerk - $11,839
Addition of Libra Su ervisor - $7,351
Cleanup Items
Li uor $63,141
Store #1 - frin a benefits were not included in the on final bud et
Cable $8,849'
'Special Projects Coordinator position was included in budget
but was not allocated to cable - $8849
Refuse & Recycling $37''
Correction for the difference between the proposed adopted total
and the budgeted transfer out labor amount
Bonds and Transfers
New Infrastructure bonds for city share of street improvements
Revenue from Bond levy $122,357 2008 tax levy to cover bond
payment in 2008 of $36,773 and Feb 2009 of $85,584 $122,357
Bond payment in 2008 $36,773. To budget for 2008 bond expense $36,773
New liquor store bonds
Liquor store lease payment to the EDA ($17,236). The liquor proposed -$17,236
operating budget for store 1 & 2 has $227,500 budgeted for lease
bond payments. The actual expense will be $210,264. This reduces
the budgeted amount and sets it up in the non-operating dept.
EDA Lease Revenue Bonds $210,264. This establishes the EDA $210,264
budget to pay the liquor bonds from liquor store revenue transferred to
the EDA.
New TIF bonds for the industrial park development
TIF levy revenue to cover 2008 payment of $158,875 and Feb 2009 $244,169
payment of $85,294
EDA TIF Bonds $158,875. This establishes the EDA budget to pay $158,875
the TIF bonds that were sold to finance the first part of the industrial
ark housin develo ment
Total Ex ense Add Backs $27,473,493
Total Revenue Increases 27,366,526
Net add backs $106,967