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Home My WebLink About12/13/2010 Regular City Council Agenda Monday, December 13, 2010 Page 2 of 5 for the same. E. Establish John P. Murzyn Hall rental rates for 2012 p44 MOTION: Move to adopt the 2012 John P. Murzyn Hall rental rates, as outlined by the Park and Recreation Commission at their meeting of November 17, 2010. F. Adopt Resolution 2010 -138, being a Resolution to document certain Fund Balance designations and related policies. p46 MOTION: Move to waive the reading of Resolution 2010 -138, there being ample copies available to the public. MOTION: Move to adopt Resolution 2010 -138 being a resolution documenting certain fund balance designations and related policies. G. Adopt Resolution 2010 -130. regarding the Labor Agreement between the City of Columbia p49 Heights and the International Association of Firefighters, effective January 1. 2010 - December 31, 2012. MOTION: Move to waive the reading of Resolution 2010 -130, there being ample copies available to the public. MOTION: Move to adopt Resolution 2010 -130, regarding the Labor Agreement between the City of Columbia Heights and the International Association of Firefighters, effective January 1, 2010- December 31, 2012. H. Adopt Resolution No. 2010 -134, being a Resolution for Salary and Fringe Benefit Adjustment for Non -Union Supervisory Employees for 2011 -2012 p55 MOTION: Move to waive the reading of Resolution 2010 -134, there being ample copies available to the public. MOTION: Move to adopt Resolution 2010 -134, adopting changes in non -union group salary ranges, and establishing salaries and changes in fringe benefits for non - unionized City supervisory positions for calendar years 2011 and 2012. I. Adopt Resolution 2010 -135. being a Resolution on Salary and Fringe Benefit Adjustment for Non -Union Essential and Confidential Employees for 2011 -2012 MOTION: Move to waive the reading of Resolution 2010 -135, there being ample copies p60 available to the public. MOTION: Move to adopt Resolution 2010 -135, adopting changes in non -union group salary ranges, and establishing salaries and changes in fringe benefits for non - unionized essential and confidential City positions for calendar years 2011 and 2012. J. Adopt Resolution 2010 -136, being a Resolution regarding the Memorandum of Understanding Between the City of Columbia Heights and the Public Managers' Association Effective January 1, 2011 - December 31, 2012. p64 MOTION: Move to waive the reading of Resolution 2010 -136, there being ample copies available to the public. MOTION: Move to adopt Resolution 2010 -136 regarding the Memorandum of Understanding between the City of Columbia Heights and the Public Managers' Association effective January 1, 5 City Council Agenda Monday, December 13, 2010 Page 3 of 5 2011 - December 31, 2012. K. Adopt Resolution 2010 -137, being a Resolution regarding the City Manager's Compensation and Benefits p68 MOTION: Move to waive the reading of Resolution No. 2010 -137, there being ample copies available to the public. MOTION: Move to adopt Resolution 2010 -137, being a resolution regarding the City Manager's compensation and benefits. L. Authorize Mayor and City Manager to Enter Into Agreement for Towing Contractor p70 MOTION: Move to authorization the Mayor and City Manager to enter into an agreement with Jeffs Bobby and Steve's AutoWorld for towing, impounding and storage of motor vehicles as specified in the City's Request and set forth in AutoWorld's response to the City's Request. The term of this contract is to be March 2, 2011 through July 31, 2012, unless terminated sooner pursuant to the termination provision. M. Approve Transfer of Funds from General Fund to Police Dept Budget re JAG I Grant Overtime Reimbursement, and Unique Thrift and CHHS Overtime p81 MOTION: Move to transfer $5,822.15, the amount of money received from Anoka County as reimbursement for overtime under the JAG I grant for the third quarter of 2010; and $2,220.00, the amount of money received from Unique Thrift for overtime details during October; and $1,225.63, the amount of money received from Independent School District 13 for overtime details worked at CHHS during October be moved from the General Fund to the Police Department 2010 Budget, Overtime line item. N. Adopt Resolution 2010 -142. being a Resolution approving Plans and Specifications and ordering Advertisement for Bids for the 2011 Street Rehabilitation Project p85 MOTION: Move to waive the reading of Resolution 2010 -142, there being ample copies available to the public. MOTION: Move to adopt Resolution 2010 -142, being a Resolution approving Plans and Specifications and ordering Advertisement for Bids for 2011 Street Rehabilitation Project, Zone 6, City Project Number 1102. O. Adopt Resolution 2010 -143. being a Resolution declaring the Intent to Bond for Zone 6 Street Rehabilitation Project, City Project 1102 p87 MOTION: Move to waive the reading of Resolution 2010 -143, there being ample copies available to the public. MOTION: Move to adopt Resolution 2010 -143, being a Resolution approving the declaration for the official intent of the City of Columbia Heights to bond for Zone 6 Street Rehabilitation Project, City Project 1102. P. Adopt Resolution 2010 -144, being a Resolution requesting MSAS Construction Funds for Other Local Transportation Uses MOTION: Move to waive the reading of Resolution No. 2010 -144, there being ample copies P89 available to the public. MOTION: Move to adopt Resolution No. 2010 -144, being a Resolution requesting Municipal 6 City Council Agenda Monday, December 13, 2010 Page4of5 State Aid System construction funds for other Local transportation uses. Q. Accept bid and award contract for Municipal Service Center Building Lower Level Radiant Heating p91 MOTION: Move to accept the bids and award a contract to Infrared Heating in the amount of $33,285; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. R. Approval of the attached list of rental housing licenses. p92 MOTION: Move to approve the items listed for rental housing license applications for May 10, 2010 in that they have met the requirements of the Property Maintenance Code. S. Approve Business License Applications p102 MOTION: Move to approve the items as listed on the business license agenda for December 13, 2010 as presented. T. Approve payment of the bills. p107 MOTION: Move to approve payment of the bills out of the proper funds, as listed in the attached check register covering Check Number 137082 through 137344 in the amount of $6,293,303.06. MOTION: Move to approve the Consent Agenda items. 6. PUBLIC HEARINGS A. Adopt Resolution 2010 -139, 940 39th Avenue N.E., being a Resolution of the City Council of the City of Columbia Heights approving rental license revocation for failure to meet the requirements of the Property Maintenance Codes. p118 MOTION: Move to close the public hearing and to waive the reading of Resolution Number 2010 -139, there being ample copies available to the public. MOTION: Move to adopt Resolution Number 2010 -139 being a Resolution of the City Council of the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of the rental licenses listed. B. Adopt Resolution 2010 -141, 1037 Gould Avenue N.E. being a declaration of nuisance and p121 abatement of violations within the City of Columbia Heights. MOTION: Move to close the public hearing and to waive the reading of Resolution Number 2010 -141 there being ample copies available to the public. MOTION: Move to adopt Resolution Number 2010 -141 being resolutions of the City Council of the City of Columbia Heights declaring the properties listed a nuisance and approving the abatement of violations from the properties pursuant to City Code section 8.206. 7. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions Adopt Resolution 2010 -131 being a Resolution adopting a budget for the year 2011, setting the City Levy and approving the HRA Levy. p124 MOTION: Motion to waive the reading of Resolution 2010 -131, there being ample copies available to the public. MOTION: Move to adopt Resolution 2010 -131, being a Resolution adopting a budget for the 7 City Council Agenda Monday, December 13, 2010 Page 5 of 5 year 2011, setting the City Levy, and approving the HRA Levy. B. Bid Considerations Residential Water Meter Battery Replacement Program and Commercial Meter Replacement Program p131 MOTION: Move to authorize the purchase of approximately 5,500 water meter batteries from HD Supply in the amount of $94,600; and to accept the proposal and approve a contract with SL- Serco of St. Anthony, Minnesota for the installation of City provided water meter batteries citywide in the amount of $132,000; and $7,050 for approximately 2,350 SPDP inspections. MOTION: Move to order the Advertisement for Bids for the Commercial Meter Replacement and Installation Program, City Project Number 1105. C. New Business and Reports - none 8. ADMINISTRATIVE REPORTS Report of the City Manager Report of the City Attorney 9. CITIZENS FORUM At this time, citizens have an opportunity to discuss with the Council items not on the regular agenda. Citizens are requested to limit their comments to five minutes. Anyone who would like to speak shall state his/her name and address for the record. 10. ADJOURNMENT ‘:7, 7 / Walter R. Fehst, City Manager WF /pvm 8 OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS CITY COUNCIL MEETING MONDAY, NOVEMBER 22, 2010 The following are the minutes for the regular meeting of the City Council held at 7:00 p.m. on Monday, November 22, 2010 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, MN. CALL TO ORDER/ROLL CALL/INVOCATION Associate Pastor Jeremiah Rice, Oak Hill Baptist Church, gave the Invocation. Present: Mayor Peterson, Council member Williams, Council member Nawrocki, Council member Diehm, Council member Kelzenberg PLEDGE OF ALLEGIANCE - recited ADDITIONS/DELETIONS TO MEETING AGENDA Mayor Peterson removed Resolution No. 2010 -121, as the property has been brought into compliance. Nawrocki requested discussion on the city annual lunch, the budget, a letter regaring sump pump inspections, and a report on the LMC regional meeting. PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS — Marlaine Szurek, Library Foundation Representative, stated that on December 5 beginning at 1:00 p.m. the library will hold their annual holiday fundraising event, the Miracle on 34 Street film classic, at the Heights Theater. This fund raiser is to pay for a future library building. The "First Four" will sing at the event. The Foundation brochure asking for donations will be distributed. Peterson thanked the Library Foundation for their hard work. A representative of the Star Bar indicated that they raised over $1,000 at the door and $500 at a silent auction for the SACA food shelf. Food and clothing barrels will be available to drop donations for the month. Peterson thanked them for their hard work. IVI LII\+ next 11IoIIL11. 1 \.11.lsoll LII0.III\l.0 L11 . 1V1 lll�+tl 1IUIU work. CONSENT AGENDA Nawrocki requested to approve items A, E, N, P under the Consent Agenda. A. Approve minutes of the City Council meeting. Motion to approve the minutes of the November 8, 2010 City Council meeting. B. Establish a closed Executive Session for the purpose of labor negotiations on Monday, November 29, 2010 at 7:00 p.m. in Conference Room 1, preceding the Work Session. - removed C. Adopt Resolution 2010 -129, being a resolution canceling the Monday December 27, 2010 City Council meeting. - removed D. Approve Transfer of Funds from General Fund to Police Dept Budget re JAG I Grant Overtime Reimbursement - removed E. Final Payment for Miscellaneous Concrete Project #0900 Motion to accept the work for 2009 Miscellaneous Concrete Repairs and Installations, City 9 City Council Minutes Monday, November 22, 2010 Page 2 of 15 Project #0900 and authorize final payment of $2,367.16 to Ron Kassa Construction, Inc. of Elko, Minnesota. F. Approve Final Payment for 2008 Street Improvement Projects - removed G. Adopt Resolution 2010 -127 Accepting the Feasibility Report for Zone 5 Street Seal Coat and Ordering the Public Improvement Hearing, City Project No. 1101 - removed H. Resolution 2010 -128 Accepting the Feasibility Report for Zone 6 Street Rehabilitation and Ordering the Public Improvement Hearing. City Project No. 1102 - removed I. Acceptance of a State OES HVAC Improvement Grant in the Amount of $42,000 - removed J. Authorize Change Order No. 1 and Final Payment for the Sanitary Sewer Pipe Bursting on Central Avenue, Project #0813 - removed K. Adopt Resolution 2010 -115, being a Resolution establishing senior citizens or retired & disabled person hardship special assessment deferral. - removed L. Acceptance of Park Master Plans and Authorization to Proceed with Construction Plans for Ramsdell Park - removed M. Approve Refuse Service Contract Amendment #1 - removed N. Approval of the attached list of rental housing licenses. Motion to approve the items listed for rental housing license applications for November 22, 2010 in that they have met the requirements of the Property Maintenance Code. O. Approve Business License Applications - removed P. Approve payment of the bills. Motion to approve payment of the bills out of the proper funds, as listed in the attached check • Check Number i�in en through 137081 ' -- the -.--- - -.. _rmi onn in nn register covering Check N umber 1 36943 through 1 3 / 08 1 in the amount of $ 1,802,690.00. Motion by Nawrocki, seconded by Diehm, to approve Consent Agenda items A, E, N, and P. Upon vote: All ayes. Motion carried. B. Establish a closed Executive Session for the purpose of labor negotiations on Monday, November 29, 2010 at 7:00 p.m. in Conference Room 1, preceding the Work Session. Fehst stated we will establish a "0" increase in wages, even though insurance rates will increase 42 percent. Nawrocki requested copies of the labor contracts before the executive meeting. He referred to LMC information on Labor Negotiations, which should go to the appropriate people. Motion by Diehm, second by Kelzenberg, to establish a closed Executive Session for the purpose of labor negotiations on Monday, November 29, 2010 at 7:00 p.m. in Conference Room 1, preceding the Work Session. C. Adopt Resolution 2010 -129, being a resolution canceling the Monday December 27, 2010 City Council meeting. Motion by Diehm, second by Kelzenberg, to waive the reading of Resolution No. 2010 -129, there 10 City Council Minutes Monday, November 22, 2010 Page 3 of 15 being ample copies available to the public. Upon vote: All ayes. Motion carried. Motion by Diehm, second by Kelzenberg, to adopt Resolution 2010 -129, being a Resolution canceling the Monday, December 27, 2010 City of Columbia Heights regular City Council meeting. Nawrocki stated his opposition to cancelling this meeting, as there will be sufficient items to discuss. Upon vote: Kelzenberg, aye, Williams, aye, Diehm, aye, Nawrocki, Nay, Peterson aye 4 ayes — 1 nay. Motion carried. D. Approve Transfer of Funds from General Fund to Police Dept Budget re JAG I Grant Overtime Reimbursement Diehm stated that this is money from the county and is being transferred to the Police budget. Motion by Diehm, second by Kelzenberg, to transfer $13,096.83, the amount of money received from Anoka County as reimbursement for overtime under the JAG I grant for the first half of 2010, from the General Fund to the Police Department 2010 Budget line as follows: $8,000.00 to line item 1023 Overtime -Other (POP OT) and $5,096.83 to line item 1020 Overtime. Nawrocki asked what the money will go for. Fehst stated it is reimbursement for employee time worked. Upon vote: All ayes. Motion carried. F. Approve Final Payment for 2008 Street Improvement Projects Kevin Hansen, Public Works Director, stated that the work on University Avenue has been completed. Nawrocki asked what work was removed from that project, with the deductions of $34,000. Hansen stated that was for item E, concrete work. The reduction was for work that was not moved forward. Motion by Diehm, second by Kelzenberg, to accept the Engineer's Report of Final Acceptance for the 2008 Street Improvement Projects, City Project Number 0602, 0802, and 0808 and authorize Final Payment of $12,407.80 to Midwest Asphalt Corporation of Hopkins, Minnesota. Upon vote: All ayes. Motion carried. G. Adopt Resolution 2010 -127 Accepting the Feasibility Report for Zone 5 Street Seal Coat and Ordering the Public Improvement Hearing, City Project No. 1101 Motion by Kelzenberg, second by Williams, to waive the reading of Resolution 2010 -127, there being ample copies available to the public. Upon vote: All ayes. Motion carried. Nawrocki requested a description of the area and the anticipated costs. Hansen stated this is an annual program for street work and he described the area included in Zone 5. This item will establish a public hearing for December 6 Hansen referred to a map of the area completed in 2010. Nawrocki stated that some people in that area will be assessed again next year. Nawrocki indicated that there will be an informational hearing on December 1. Hansen stated that will be to answer questions on the annual street rehab program. In 2011 construction will be in Zone 6. This is the second round of rehab and is not a large area. There will be intensive work on 4 Street and 6th Street, with significant utility work and sanitary sewer issues due to water infiltration. There will be an informational meeting on December 1 to discuss the proposed project and a public improvement 11 City Council Minutes Monday, November 22, 2010 Page 4 of 15 hearing on December 6` Motion by Williams, second by Kelzenberg, to adopt Resolution 2010 -127, being a resolution accepting the feasibility report for Zone 5 Street Seal Coat City Project No. 1101 and ordering the Public Improvement Hearing beginning at 6:30 p.m. on December 6, 2010. Upon vote: All ayes. Motion carried. H. Resolution 2010 -128 Accepting the Feasibility Report for Zone 6 Street Rehabilitation and Ordering the Public Improvement Hearing, City Project No. 1102 Motion by Williams, second by Kelzenberg to waive the reading of Resolution 2010 -128, there being ample copies available for the public. Upon vote: All ayes. Motion carried. Motion by Williams, second by Kelzenberg, to adopt Resolution 2010 -128, being a resolution accepting the Feasibility Report for Zone 6 Street Rehabilitation, City Project No. 1102, and ordering the Public Improvement Hearing beginning at 6:45 p.m. on December 6, 2010. Upon vote: All ayes. Motion carried. I. Acceptance of a State OES HVAC Improvement Grant in the Amount of $42,000 Motion by Williams, second by Kelzenberg, to accept a 2010 State of Minnesota OES Grant in the amount of $42,000 for HVAC Improvements at City Hall, Public Works and the Library, and authorize the Mayor and City Manager to enter into an agreement for the same; and to appropriate $14,000 in fund 411 for the cost share portion of the City Hall boiler replacement. Nawrocki questioned the amount of local money used for this. Hansen stated this is a 50 -50 match. In 2010 two buildings were budgeted for boiler replacement. This includes removal and new high efficiency boilers. The City Hall boiler was added because of its age and condition. Nawrocki asked what fund 411 is. Hansen stated it is the general buildings fund. Fehst stated that the grant meets the standards to receive back energy efficiency costs. He commended Hansen on obtaining this grant money. Upon vote: All ayes. Motion carried. J. Authorize Change Order No. 1 and Final Payment for the Sanitary Sewer Pipe Bursting on Central Avenue, Project #0813 Motion by Williams, second by Kelzenberg, to authorize Change Order No. 1 for water main relocation and restoration work, City Project #0813, to Ellingson Companies in the amount of $49,103.00 to be funded from Sanitary Sewer Fund. Nawrocki stated there is about a $50,000 increase over the original contract. Hansen stated the change order is because at the north end of the project we hit a water main that was lying on top of the sewer line. To complete the work we needed to physically relocate the water main at a cost of $24,000 and replace the asphalt that was removed do to the work. We under estimated the cost to restore the pavement at the businesses affected. Funding is through the K -Mart TIF. Nawrocki stated that the high rise is having financial problems and questioned if they are paying their property taxes. If not, what is the alternative to fund this project? Upon vote: All ayes. Motion carried. Motion by Kelzenberg, second by Williams, to accept the work for Sanitary Sewer Pipe Bursting, 12 City Council Minutes Monday, November 22, 2010 Page 5 of 15 City Project #0813 and authorize final payment of $77,599.66 to Ellingson Companies. Upon vote: All ayes. Motion carried. K. Adopt Resolution 2010 -115, being a Resolution establishing senior citizens or retired & disabled person hardship special assessment deferral. Motion by Williams, second by Kelzenberg, to waive the reading of Resolution No. 2010 -115, there being ample copies available to the public. Upon vote: All ayes. Motion carried. Motion by Williams, second by Kelzenberg, to adopt Resolution No. 2010 -115, being a resolution retaining the maximum income of $29,000 for Senior or Retired and Disabled Persons to be eligible for special assessment deferral. Nawrocki stated that in past years there was an increase and questioned why it is staying the same this year. Hansen stated this maintains the same threshold as utility billing. Fehst stated there has only been one occasion, in his memory, where this program has been used. Nawrocki stated that in the long range this is expensive, but in the short range it is cheaper. Upon vote: All ayes. Motion carried. L. Acceptance of Park Master Plans and Authorization to Proceed with Construction Plans for Ramsdell Park Motion by Kelzenberg, second by Williams, to authorize Brauer and Associates to prepare final construction plans and specifications based on the Master Plan for Ramsdell Park in the amount of $12,000. Nawrocki stated that when this project first came to Council there were concerns by adjacent residents. There should be a public hearing before this is decided. Hansen stated that is part of the process and was done through the Park and Recreation Commission. There have been meetings and their commentary has been taken into consideration. The basketball court will not be included and a skating rink may be possible in the future. Planning work will continue for the next two months and will be brought back to the Council. Nawrocki indicated that residents should see the master plan before more engineering costs are incurred, as it has been two to three years since they saw this. Hansen stated it was presented in 2008. Peterson asked if the residents have been involved. Hansen stated that we had excellent participation. Fehst stated that we removed the basketball court at their request and there is not funding available for the skating rink. The residents have seen this plan. Peterson stated that the Park and Recreation Commission wishes to move this project forward to accomplish it within the next year. Fehst stated that we received park equipment through a grant and need to get this in place. Motion to amend by Nawrocki to delay further engineering services until there is a public hearing with the residents. Peterson called for a second to the motion. Motion died for a lack of as second. Upon vote: Kelzenberg, aye; Williams, aye; Diehm, aye; Nawrocki, nay; Peterson, aye. 4 ayes, 1 nay. Motion carried. M. Approve Refuse Service Contract Amendment #1 Motion by Kelzenberg, second by Williams, to approve the contract amendment #1 for Refuse, 13 City Council Minutes Monday, November 22, 2010 Page 6 of 15 Recycling, and Yard Waste, with Veolia Environmental Solid Waste Services. Hansen stated that with the new vendor providing service and the more expensive mandated yard waste bags residents have requested the option of a yard waste cart. Under the contract amendment a 96 gallon cart would be available if requested by a property owner at the cost of about $48 a year. This was published in our city newsletter. The current contract allows the contractor to bill for excess garbage, which does not make sense as the city pays for the dumping of excess garbage. Nawrocki stated that yard waste is only picked up one half of the year and they will be billed for the entire year. Diehm stated this is a voluntary program. Hansen indicated that we will work with Viola to monitor excess trash and get an accurate reporting of the problem. Upon vote: All ayes. Motion carried. 0. Approve Business License Applications Nawrocki indicated concern that a smoke shop license renewal is for a different address on 40 Avenue that was originally approved for Central Avenue. This should have been brought to Council for approval at this location rather than receiving administrative approval. He questioned if seating and parking meets code. He requested more information on this. Fehst this is properly zoned and meets our ordinance requirements. Motion by Nawrocki to remove the referenced smoke shop license. Diehm questioned what basis there was to remove this license. Nawrocki questioned if it meets our requirements. Peterson stated this was approved by our Community Development Department as it meets all requirements. Peterson called for a second to the motion. Motion died for lack of a second. Motion by Diehm, second by Kelzenberg, to approve the items as listed on the business license agenda for November 22, 2010 as presented. Upon vote: Kelzenberg, aye; Williams, abstain; Diehm, aye; Nawrocki, aye; Peterson, aye. 4 ayes — 1 abstention. Motion carried. PUBLIC HEARINGS A. Adopt Resolutions 2010 -116, 3809 Buchanan Street N.E., 2010 -117. 1301 -03 Circle Terrace Blvd. N.E., 2010 -120, 563 38th Avenue N.E., 2010 -121, 4056 -58 5th Street N.E., 2010-123, 1468 Lincoln Terrace N.E., and 2010 -124. 999 41st Avenue N.E., Apt. #320 being Resolutions of the City Council of the City of Columbia Heights approving rental license revocation for failure to meet the requirements of the Property Maintenance Codes. Fire Chief Gary Gorman indicated the reason for revocation of each property. Kelzenberg questioned allowing rentals at 999 41 Avenue and ask if this address was grandfathered in. Gorman stated that there are a handful of rentals at the condos that have been there for about 10 years. Nawrocki requested an additional inspection of the Circle Terrace property, as a piece of the fence has been knocked over. Motion by Diehm, second by Kelzenberg, to close the public hearing and to waive the reading of Resolution Numbers 2010 -116, 117, 120, 123, and 124 being ample copies available to the 14 City Council Minutes Monday, November 22, 2010 Page 7 of 15 public. Upon vote: All ayes. Motion. Motion by Diehm, second by Kelzenberg, to adopt Resolution Numbers 2010 -116, 117, 120, 123, and 124 being Resolutions of the City Council of the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of the rental licenses listed. Williams stated that this is a long list of rental licenses and asked how many more there are this year than last year. Gorman stated it is hard to say, as some are lost to foreclosure and some are gained. In the last two years we have over 100 new rental properties. Upon vote: All ayes. Motion carried. B. Adopt Resolutions 2010 -125, 5001 5th Street N.E. and 2010 -126. 3841 3rd Street N.E. being declarations of nuisance and abatement of violations within the City of Columbia Heights. Gorman stated the reasons for the abatement requests. The 3 r11 Street address is commercial property and requires hard surface parking. This was previously tagged, but the property was sold and the tag was not disclosed to the new owner. They will receive a seasonal extension. Peterson questioned if the owner does not surface the area in spring, will we order the work done. Gorman stated that we could, but this motivates the owner to do it. Nawrocki stated that if we did the work, the property would be assessed. Nawrocki requested the property be inspected for outside storage. Motion Kelzenberg, second by Williams, to close the public hearing and to waive the reading of Resolution Numbers 2010 -125 and 126 there being ample copies available to the public. Upon vote: All ayes. Motion carried. Motion by Kelzenberg, second by Williams, to adopt Resolution Numbers 2010 -125 and 126 being resolutions of the City Council of the City of Columbia Heights declaring the properties listed a nuisance and approving the abatement of violations from the properties pursuant to City Code section 8.206. Upon vote: All ayes. Motion carried. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions - none B. Bid Considerations - none C. New Business and Reports Nawrocki requested to know the dollar amount for the employee lunch as Council has voted to not cover food or travel. Fehst stated that is a misread of the motion, which was only regarding out of pocket costs. Diehm suggested that motion be posted in the Council Chambers, as it is quoted a lot. Hansen stated the amount will need to be calculated. Nawrocki stated he would bring in a check. Condemnation award, analysis and recommended settlement, City Project 0906 - Gateway Pedestrian Bridge. Motion by Kelzenberg, second by Williams, to settle the land acquisition of property at 4849 Central Avenue at $203,000 following the Condemnation Commissioners award and State Law requirements. The total cost would be $350,000. Diehm stated this is to accept the offer and not go to trial. 15 City Council Minutes Monday, November 22, 2010 Page 8 of 15 Nawrocki stated that ultimately these are tax dollars and the bridge gets more and more expensive. Upon vote: All ayes. Motion carried. ADMINISTRATIVE REPORTS Report of the City Manager Fehst stated that the final budget meeting will be held on December 13. Discussion at the November 29 work session will include: Murzyn Hall rental rates, replacing water meter read batteries, Zone 6 street rehab, and the 2011 budget. With changes to the Legislature, local government aid is going away. It was a bold move by Council to set a plan to deal with this and was recognized by our bond agency with a two point higher rating. Council has established a four year budget plan to remove the need for this aid and maintain service levels. Diehm requested property tax comparisons with similar properties in the City of Minneapolis. Fehst stated that Minneapolis taxes are increasing twelve percent. 1n Columbia Heights the percentage of city tax this year will be 4.3 %, 9.5% from the county, and 5.5% from the school levy. Nawrocki indicated that of the 21 communities in Anoka County, 15 have lower taxes on homes than we do. He stated that his property tax, if he lived in Fridley, would be $300 -400 less. Minneapolis may be higher, but the suburbs are lower; ours are out of line. He has requested a list from staff of a reduction in expenditures to equal a zero increase in the property tax levy and no use of fund reserves. We spent very little time on the budget and no time on individual department budgets. We received a slick presentation that did not relate to expenditures. Council did reduce the proposed budget from eight percent to four percent, but that still represents an increase. Fehst stated that the Citizens League report shows we are in the bottom quarter of taxes. Peterson requested information from other communities for a comparison. Diehm stated it is not fair to compare us to areas further out of the metro, but should include first ring suburbs and the city of Minneapolis. More information is always good. Nawrocki referred to the L1v1C meeting discussion on the impact of baby boomers on property taxes. He referred to a letter received on the sump pump program. Hansen stated he just received a copy and will work with this resident on her request. Report of the City Attorney — nothing to report CITIZENS FORUM Betty Super, 1301 Circle Terrace, stated the problem she is having getting a response to plumbing issues from her landlord, Steven Elliot. Gorman indicated that the rental license was revoked today, as he has not submitted his rental license application. Following receipt of the application, an inspection will be done. Diehm stated that this means he is not responding to us either. Gorman stated that the tenants will see a posting on their building and receive a letter stating that the rental license was revoked. Fehst stated that will begin the leverage to get the work done. DeWayne Morrell, 4212 Reservoir Blvd., questioned if this could be an abatement issue where we bring in plumbers to fix the problems. Gorman stated that we were not aware of interior problems. We can do a complaint inspection on the property. Fehst requested she leave her information for follow up. 16 City Council Minutes Monday, November 22, 2010 Page 9 of 15 Rodney Diggens, 4634 Tyler, indicated health and damage issues they have in their three apartment complex. Their landlord is not responding to the issues and he asked for the City's assistance. Gorman stated this property was on the agenda for revocation regarding a complaint of bed bugs. The owner has had an exterminator at the property and the extermination process has begun program so the revocation was removed from the agenda. The owner indicated that initially the tenants would not allow him in unit 4. Fehst questioned City Attorney Jim Hoeft on what recourse the tenants have through Anoka County. Hoeft indicated that we have an excellent rental housing program that works well, but we have to be told about problems before they can be addressed. Now that the Fire Chief is aware of the issues they will be followed up on. Residents need to understand that talking to the owner and the city are two different things. We are receptive to going out to inspect properties. This is the first we have heard of these issues and will handle them in our normal system. Hoeft indicated the City could not give anything that could be construed as legal advice. There are services available through Hennepin and Anoka Counties, depending on the circumstances. Legal aid is also available. Nawrocki asked if the tenants have a list of their complaints. Diggens indicated that he did and again referenced the inadequacies to control the bed bug infestation. Gorman referred to the action taken by the landlord to abate the issue, which he was required to provide receipts to prove the action taken. Gorman stated that this type of infestation cannot be removed in one extermination visit. Tomica Hunter, 4634 Tyler, #202, also referenced complaints about her rental unit. Peterson stated that we can have our staff do a complaint inspection, but it takes both sides to work on this type of infestation. Hoeft stated appreciation for the tenant's frustration, but acknowledged that other than the infestation we did not know of any other issues. We will go out and do an inspection. If issues need to be corrected, we will follow up. Peterson requested that this process move rapidly. Gorman indicated that there are landlord /tenant handbooks available in the lobby of the Public Safety building. Nawrocki listed upcoming Council meetings: November 29 Council work session, December 1 Public Information Hearing, December 6 Public Improvement Hearing, and the December 13 Council meeting. Diehm indicated there will be a reception prior to the December 13 meeting to honor Council member Kelzenberg for his service to our city. DeWayne iviorreli requested clarification on what the City is doing with horses they are purchasing. Fehst indicated that he would have Community Development Director Clark respond to this question. Morrell stated that he had requested a copy of the liquor store profit and loss statements; he suggested that liquor store profits go toward an accelerated payment of the construction bonds. Fehst stated that bonds cannot be prepaid for eight years; the liquor stores are doing very well and that will be a matter for consideration. Morrell questioned if the City is planning to build a new library. Fehst stated there is a non -profit Library group raising money for a new library. Diehm stated that this is a non - profit group that is separate from the City. Nawrocki stated that the gross profit does not include the debt service, but includes the depreciation. He indicated another city that is refinancing their bonds, decreasing the interest rate almost by one -half. Fehst stated that we will look at this and see if there is the required savings available. Diehm wished all residents a safe and Happy Thanksgiving and wished Mayor Peterson a Happy Birthday. Peterson stated that SACA, our food shelf, needs all the help they can get and asked if residents can spare time /money /food, to please do so. SACA can take a dollar (monetary donation) and make more of it than we can. Hoeft indicated that SACA can purchase food from $.02 to $.04 a pound. 17 City Council Minutes Monday, November 22, 2010 Page 10 of 15 ADJOURNMENT Peterson stated: Remember our service men and women — this time of year it is even more important when they are away from their families. Nawrocki indicated that the Lions Club will match up to $500 in donations to SACA for Christmas. Peterson stated: Don't take yourself too seriously, and do a random act of kindness. He wished everyone a Happy Thanksgiving. Mayor Peterson adjourned the meeting at 8:54 p.m. Patricia Muscovitz CMC City Clerk RESOLUTION NO. 2010-129 BEING A RESOLUTION CANCELING THE CITY OF COLUMBIA HEIGHTS REGULAR CITY COUNCIL MEETING OF MONDAY, DECEMBER 27, 2010 WHEREAS: The City of Columbia Heights offices are closed on Thursday, December 23, 2010 and Friday, December 24, 2010, and; WHEREAS: The City Council has agreed to cancel the regular Council meeting scheduled for Monday, December 27, 2010; NOW, THEREFORE, BE IT RESOLVED, that all interested parties be advised of this change. RESOLUTION 2010 -127 BEING A RESOLUTION ACCEPTING THE FEASIBILITY REPORT FOR ZONE 5 STREET SEAL COAT AND ORDERING THE PUBLIC IMPROVEMENT HEARING CITY PROJECT NO. 1101 WHEREAS, the City Council has adopted a Street Rehabilitation Program which divides the City into seven zones, and WHEREAS, pursuant to Resolution 2010 -86, a report has been prepared by the Director of Public Works with reference to the Zone 5 Street Seal Coating Program, and WHEREAS, Zone 5 is bounded by University Avenue and Central Avenue /Monroe Street, from 44 Avenue to 48` Avenue, and WHEREAS, the report provides information regarding whether the proposed project is feasible, necessary and cost effective, and Said report is hereby received by the City Council of Columbia Heights on November 22, 2010. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA I. The Council will consider the improvement of such streets in accordance with the report and the assessment of abutting p__...____ p s or benefited property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of $146,800. 2. A public hearing shall be held on such proposed improvement on the 6th day of December, 2010, in the City Council Chambers at 590 40 Avenue N.E. at 6:30 P.M. and the City Clerk shall give mailed and published notice of such hearing and improvement as required by law. RESOLUTION 2010 -128 BEING A RESOLUTION ACCEPTING THE FEASIBILITY REPORT FOR ZONE 6 STREET REHABILITATION AND ORDERING THE PUBLIC IMPROVEMENT HEARING, CITY PROJECT NO. 1102 WHEREAS, the City Council has adopted a Street Rehabilitation Program which divides the City into seven zones, and WHEREAS, pursuant to Resolution No. 2010 -87, a report has been prepared by the City Engineer with reference to the Zone 6 area of the Street Rehabilitation Program, and WHEREAS, Zone 6 is bounded by University Avenue and Central Avenue, from 40 Avenue to 44 Avenue, and WHEREAS, the report provides information regarding whether the proposed project is feasible, necessary and cost effective, and Said report is hereby received by the City Council of Columbia Heights on November 22, 2010. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA 1. The Council will consider the improvement of such streets in accordance with the report and the assessment of abutting or benefited property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of $731,300. 18 City Council Minutes Monday, November 22, 2010 Page 11 of 15 2. A public hearing shall be held on such proposed improvement on the 6 day of December, 2010, in the City Council Chambers at 590 40 Avenue N.E. at 6:45 p.m. and the City Clerk shall give mailed and published notice of such hearing and improvement as required by law. RESOLUTION NO. 2010-115 BEING A RESOLUTION ESTABLISHING SENIOR CITIZENS OR RETIRED AND DISABLED PERSONS HARDSHIP SPECIAL ASSESSMENT DEFERRAL WHEREAS, immediate payment of special assessments or installments on special assessments cast an undue hardship on some persons owning homestead properties who are 65 years of age or older or retired by virtue of a permanent and total disability for whom it would be a hardship to make payments, and WHEREAS, Minnesota Statutes 435.193 — 435.195 makes it possible for a home rule charter city to pass a resolution establishing standards and guidelines for determining the existence of a hardship and for determining the existence of a disability. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLUMBIA HEIGHTS: 1. This deferral procedure shall apply only to assessments which are payable in five or more annual installments. 2. This deferral procedure shall apply only to property owned and occupied by the elderly, retired, or disabled applicant. Ownership and occupancy must be the same nature as would qualify the applicant for a homestead exemption for tax purposes. 3. This deferral procedure shall apply only to homestead property owned by a person 65 years of age or older or retired by virtue of a permanent and total disability for which it would be a hardship to make payments. Permanent and total disability shall have the same definition for purposes of assessment deferral as is used for social security purposes. 4. This deferral procedure shall not be construed as to prohibit the determination of hardship on the basis of exceptional and unusual circumstances not covered by the standards and guidelines herein so long as determination is made in a nondiscriminatory manner and does not give the applicant an unreasonable preference or advantage over other applicants. 5. In order to obtain a deferral of an assessment, the homeowner must make application on the forms prescribed by the City Clerk. 6. The option of the homeowner to defer the payment of special assessments shall terminate and all amounts accumulated plus applicable interest shall become due and payable upon the occurrence of any of the following events: a. the death of the owner, provided that the spouse is not otherwise eligible for benefits hereunder; b. the sale, transfer or subdivision of the property or any part thereof; c. if the property should for any reason lose its homestead status; or d. if for any reason the City shall determine that there would be no hardship to require immediate or partial payment. 7. No deferral may be granted unless the homeowner makes application to the City Clerk within thirty (30) days after adoption of the assessment by the Council. 8. The deferral shall apply to only 50% of the annual installment payment. If the 50% is not paid in a timely manner, the balance of the annual installment along with all future installments shall become immediately due and payable. 9. No deferral shall be granted to any owner who has a gross annual household income from all sources in excess of $ ,000. 10. No deferral may be continued from year to year unless the owner shall file a renewal application before September 15 of each year. 12. No special assessment may be deferred for a period longer than the time set by the Council as the time over which the project is to be assessed. 13. Interest on deferred assessments shall be at the rate set by the Council in its resolution adopting the assessment roll, and such interest shall be added to the amount deferred and shall be paid in accordance with Minnesota Statute 435.195 and this Resolution. RESOLUTION 2010 -120 Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of that certain residential rental license held by Mario Gutierrez (Hereinafter "License Holder "). Whereas, license holder is the legal owner of the real property located at 563 38 Avenue N.E. Columbia Heights, Minnesota, Whereas, pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(B), written notice setting forth the causes and reasons for the proposed Council action contained herein was given to the License Holder on November 4, 2010 of an public hearing to be held on November 22, 2010 Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 19 City Council Minutes Monday, November 22, 2010 Page 12 of 15 1. That on or about September 15, 2010, inspection office staff sent a letter requesting the owner of the property to renew the rental license for this property. The letter was mailed by regular mail to the owner at the address listed in the property records. 2. That on November 4, 2010 inspection office staff reviewed the property file and noted that the property remained unlicensed. A Statement of Cause was mailed by regular mail to the owner at the address listed in the property records. 3. That based upon said records of the Enforcement Office, the following conditions and violations of the City's Residential Maintenance Code were found to exist, to -wit: Failure to submit rental license renewal application and fees. 4. That all parties, including the License Holder and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code, Chapter 5A, Article III 5A.306 and 5A.303(A). ORDER OF COUNCIL 1. The rental license belonging to the License Holder described herein and identified by license number F10104 is hereby revoked; 2. The City will post for the purpose of preventing occupancy a copy of this order on the buildings covered by the license held by License Holder; 3. All tenants shall remove themselves from the premises within 45 days from the first day of posting of this Order revoking the license as held by License Holder. RESOLUTION 2010 -123 Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of that certain residential rental license held by Isidro Garcia (Hereinafter "License Holder "). Whereas, license holder is the legal owner of the real property located at 1468 Lincoln Terrace N.E. Columbia Heights, Minnesota, Whereas, pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(B), written notice setting forth the causes and reasons for the proposed Council action contained herein was given to the License Holder on November 4, 2010 of an public hearing to be held on November 22, 2010 Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on or about September 15, 2010, inspection office staff sent a letter requesting the owner of the property to renew the rental license for this property. The letter was mailed by regular mail to the owner at the address listed in the property records. 2. That on November 4, 2010 inspection office staff reviewed the property file and noted that the property remained unlicensed. A Statement of Cause was mailed by regular mail to the owner at the address listed in the property records. 3. That based upon said records of the Enforcement Office, the following conditions and violations of the City's Residential Maintenance Code were found to exist, to -wit: Failure to submit rental license renewal application and fees. 4 That all parties, including the License Holder and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code, Chapter 5A, Article III 5A.306 and 5A.303(A). ORDER OF COUNCIL 1. The rental license belonging to the License Holder described herein and identified by license number F10248 is hereby revoked; 2. The City will post for the purpose of preventing occupancy a copy of this order on the buildings covered by the license held by License Holder; 3. All tenants shall remove themselves from the premises within 45 days from the first day of posting of this Order revoking the license as held by License Holder. RESOLUTION 2010 -124 Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of that certain residential rental license held by Thomas Wasik (Hereinafter "License Holder "). Whereas, license holder is the legal owner of the real property located at 999 41' Avenue N.E., Unit #320, Columbia Heights, Minnesota, Whereas, pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(B), written notice setting forth the causes and reasons for the proposed Council action contained herein was given to the License Holder on November 4, 2010 of an public hearing to be held on November 22, 2010 Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: 20 City Council Minutes Monday, November 22, 2010 Page 13 of 15 FINDINGS OF FACT 1. That on or about September 15, 2010, inspection office staff sent a letter requesting the owner of the property to renew the rental license for this property. The letter was mailed by regular mail to the owner at the address listed in the property records. 2. That on November 4, 2010 inspection office staff reviewed the property file and noted that the property remained unlicensed. A Statement of Cause was mailed by regular mail to the owner at the address listed in the property records. 3. That based upon said records of the Enforcement Office, the following conditions and violations of the City's Residential Maintenance Code were found to exist, to -wit: Failure to submit rental license renewal application and fees. 4. That all parties, including the License Holder and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code, Chapter 5A, Article III 5A.306 and 5A.303(A). ORDER OF COUNCIL 1. The rental license belonging to the License Holder described herein and identified by license number F10007 is hereby revoked; 2. The City will post for the purpose of preventing occupancy a copy of this order on the buildings covered by the license held by License Holder; 3. All tenants shall remove themselves from the premises within 45 days from the first day of posting of this Order revoking the license as held by License Holder. RESOLUTION 2010 -116 Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of that certain residential rental license held by Terrence F. Jones (Hereinafter "License Holder "). Whereas, license holder is the legal owner of the real property located at 3809 Buchanan Street N.E. Columbia Heights, Minnesota, Whereas, pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(B), written notice setting forth the causes and reasons for the proposed Council action contained herein was given to the License Holder on November 8, 2010 of an public hearing to be held on November 22, 2010. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on or about September 15, 2010, inspection office staff sent a letter requesting the owner of the property to renew the rental license for this property. The letter was mailed by regular mail to the owner at the address listed in the property records. 2. That on November 8, 2010 inspection office staff reviewed the property file and noted that the property remained unlicensed. A Statement of Cause was mailed by regular mail to the owner at the address listed in the property records. 3. That based upon said records of the Enforcement Office, the following conditions and violations of the City's Residential Maintenance Code were found to exist to - wit• Failure to cuhmit renewal rental licence application and feet and failure to schedule an annual rental relicensing inspection. 4. That all parties, including the License Holder and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code, Chapter 5A, Article III 5A.306 and 5A.303(A). ORDER OF COUNCIL 1. The rental license belonging to the License Holder described herein and identified by license number FE- 3809 -09 is hereby revoked; 2. The City will post for the purpose of preventing occupancy a copy of this order on the buildings covered by the license held by License Holder; 3. All tenants shall remove themselves from the premises within 45 days from the first day of posting of this Order revoking the license as held by License Holder. RESOLUTION 2010 -117 Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of that certain residential rental license held by Steve Elie (Hereinafter "License Holder "). Whereas, license holder is the legal owner of the real property located at 1301 -03 Circle Terrace Blvd. N.E. Columbia Heights, Minnesota, Whereas, pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(B), written notice setting forth the causes and reasons for the proposed Council action contained herein was given to the License Holder on November 4, 2010 of an public hearing to be held on November 22, 2010 21 City Council Minutes Monday, November 22, 2010 Page 14 of 15 Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1.. That on or about September 15, 2010, inspection office staff sent a letter requesting the owner of the property to renew the rental license for this property. The letter was mailed by regular mail to the owner at the address listed in the property records. 2. That on November 4, 2010 inspection office staff reviewed the property file and noted that the property remained unlicensed. A Statement of Cause was mailed by regular mail to the owner at the address listed in the property records. 3. That based upon said records of the Enforcement Office, the following conditions and violations of the City's Residential Maintenance Code were found to exist, to -wit: Failure to submit rental license renewal application and fees. 4. That all parties, including the License Holder and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code, Chapter 5A, Article III 5A.306 and 5A.303(A). ORDER OF COUNCIL 1. The rental license belonging to the License Holder described herein and identified by license number F9960 is hereby revoked; 2. The City will post for the purpose of preventing occupancy a copy of this order on the buildings covered by the license held by License Holder; 3. All tenants shall remove themselves from the premises within 45 days from the first day of posting of this Order revoking the license as held by License Holder. RESOLUTION 2010 -125 Resolution of the City Council for the City of Columbia Heights declaring the property a nuisance and approving abatement of ordinance violations pursuant to Chapter 8, Article 11, of City Code, of the property owned by Margaret C. Barnett (Hereinafter "Owner of Record "). Whereas, the owner of record is the legal owner of the real property located at 5001 5 Street N.E. Columbia Heights, Minnesota. And whereas, pursuant to Columbia Heights Code, Chapter 8, Article I1, Section 8.206, written notice setting forth the causes and reasons for the proposed council action contained herein was sent via regular mail to the owner of record on October 13, 2010. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on August 26, 2010 and September 3, 2010 an inspection was conducted on the property listed above. Inspectors found violations. A compliance order was sent via regular mail to the owner at the address. 2. That on October 13, 2010 inspectors reinspected the property listed above. Inspectors noted that violations remained uncorrected. A compliance order and statement of cause was mailed via regular mail to the owner listed in the property records. 3. That on November 12, 2010 inspectors reinspected the property and found that violations remained uncorrected. 4. That based upon said records of the Fire Department, the following conditions and violations of City Codes(s) were found to exist, to wit: Shall remove all /any outside storage from the property, shall repair /replace damaged garage door, shall sod /seed /landscape all bare areas in back. 5. That all parties, including the owner of record and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code Section 8.206(A) and 8.206(B). CONCLUSIONS OF COUNCIL 1. That the property located at 5001 5 Street N.E. is in violation of the provisions of the Columbia Heights City Code as set forth in the Notice of Abatement. 2. That all relevant parties and parties in interest have been duly served notice of this hearing, and any other hearings relevant to the abatement of violations on the property listed above. 3. That all applicable rights and periods of appeal as relating to the owner of record, occupant, or tenant, as the case may be, have expired, or such rights have been exercised and completed. ORDER OF COUNCIL 1. The property located at 5001 5 Street N.E. constitutes a nuisance pursuant to City Code. 2. That a copy of this order shall be served upon all relevant parties and parties in interest. RESOLUTION 2010 -126 Resolution of the City Council for the City of Columbia Heights declaring the property a nuisance and approving abatement of ordinance violations pursuant to Chapter 8, Article II, of City Code, of the property owned by American Bank of the North (Hereinafter "Owner of Record "). 22 City Council Minutes Monday, November 22, 2010 Page 15 of 15 Whereas, the owner of record is the legal owner of the real property located at 3841 3 Street N.E. Columbia Heights, Minnesota. And whereas, pursuant to Columbia Heights Code, Chapter 8, Article II, Section 8.206, written notice setting forth the causes and reasons for the proposed council action contained herein was sent via regular mail to the owner of record on October 15, 2010. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on December 28, 2007 an inspection was conducted on the property listed above. Inspectors found violations. A compliance order was sent via regular mail to the owner at the address. 2. That on October 15, 2010 inspectors reinspected the property listed above. Inspectors noted that violations remained uncorrected. A compliance order and statement of cause was mailed via regular mail to the owner listed in the property records. 3. That on November 15, 2010 inspectors reinspected the property and found that violations remained uncorrected. 4. That based upon said records of the Fire Department, the following conditions and violations of City Codes(s) were found to exist, to wit: Shall remove all crushed rock parking areas and driveways and shall install hard surface parking areas. 5. That all parties, including the owner of record and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code Section 8.206(A) and 8.206(B). CONCLUSIONS OF COUNCIL 1. That the property located at 3841 3 Street N.E. is in violation of the provisions of the Columbia Heights City Code as set forth in the Notice of Abatement. 2. That all relevant parties and parties in interest have been duly served notice of this hearing, and any other hearings relevant to the abatement of violations on the property listed above. 3. That all applicable rights and periods of appeal as relating to the owner of record, occupant, or tenant, as the case may be, have expired, or such rights have been exercised and completed. ORDER OF COUNCIL 1. The property located at 3841 3` Street N.E. constitutes a nuisance pursuant to City Code. 2. That a copy of this order shall be served upon all relevant parties and parties in interest. 23 OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS CITY COUNCIL SPECIAL MEETING DECEMBER 6, 2010 - 6:30 P.M. The following are the minutes of a Public Improvement Hearing Special Meeting of the City Council held at 6:30 p.m. on Monday, December 6, 2010 in the City Council Chamber, City Hall, 590 40`" Avenue NE, Columbia Heights, MN. CALL TO ORDERJROLL CALL Present: Mayor Peterson, Council member Williams, Council member Nawrocki, Council member Diehm, Council member Kelzenberg PUBLIC IMPROVEMENT HEARING: 2011 SEAL COAT IMPROVEMENT PROGRAM A) Street Seal Coat Project 1) Presentation of Information on Seal Coat Project by Staff Kevin Hansen, Public Work Director, stated this is a yearly program and he listed the boundaries of the Zone. He explained the seal coat process. This program is 100 percent assessed to the streets and adjacent avenues. The proposed rate for 2011 is $297. We have not seen big increases for the last three years. The term of payment is one year and this requires a 4/5 vote. Williams asked the number of years the life of a road is extended by seal coating. Hansen stated that we try to do this work every seven or eight years and should extend the life of the road for up to 25 years to before extensive work is needed. The intent is to get over 75 years out of these streets. Nawrocki asked when the next time we expect any street work would have to be done in this area. Hansen stated that we would be back in this area in eight years to evaluate the streets and make a recommendation on the work needed. With this program, we are doing more road maintenance work than major reconstruction. Nawrocki asked when the last assessable work was done in this area. Hansen stated this area was done in 2003. Where we do this work, the first seal coating is paid for by the City. 2) Questions and Comments on Seal Coat Project No comments were brought forward. B) Close the Public Hearing Motion by Williams, second by Kelzenberg, to close the Public Hearing and waive the reading of Resolution 2010 -132, there being ample copies available to the public, of the 2011 Street Seal Coat, Project 1101. Upon vote: All ayes. Motion carried. C) Consideration of Resolution Motion by Williams, second by Kelzenberg, to adopt Resolution 2010 -132, being a resolution ordering improvement and preparation of plans for Zone 5 Street Seal Coating, City Project 1101. Upon vote: All ayes. Motion carried. ADJOURNMENT Mayor Peterson adjourned the meeting at 6:40 p.m. Patricia Muscovitz CMC City Clerk RESOLUTION 2010 -132 24 BEING A RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS FOR ZONE 5 STREET SEAL COATING - CITY PROJECT 1101 WHEREAS, pursuant to Resolution 2010 -127, adopted by the City Council on November 22 " 2010, fixed a date for a Council hearing on the proposed improvements in the Zone 5 area bounded by University Service Drive and Central Avenue /Monroe Street from 44 Avenue to 48 Avenue. AND WHEREAS, ten days' mailed notice and two published notices of the hearing a week apart were given, and the hearing was held thereon the 6th day of December, 2010, at which time all persons desiring to be heard were given an opportunity to be heard thereon, WHEREAS, the Council determines to proceed with this local improvement, a portion of the cost being defrayed by special assessments under Charter provisions, NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA: 1. That the location and extent of such improvements is as follows: University Service Drive 45 Avenue to 48 Avenue 4th Street 44 Avenue to 47 Avenue 5th Street 44 Avenue to 48 Avenue 6th Street 47 Avenue to 48 Avenue 7th Street 44 Avenue to 47 Avenue Washington Street 44 Avenue to 46 Avenue Madison Street 44 Avenue to CDS north of 45 Avenue 46 Avenue 7 Street to Jefferson Street 46/ Avenue Jefferson Street to Monroe Street 47 Avenue University Service Drive to Jefferson Street Work includes spot concrete curb and gutter replacement, edge milling, bituminous surface patching and seal coat application. 2. Such improvement is necessary, cost - effective and feasible as detailed in the feasibility report. 3. Such improvement is hereby ordered as proposed in the Council Resolution adopted 22 day of November. 2010. 4. These improvements shall also be known as Project No. 1101 and PIR: 2011 -Z5 -01 -001. 5. The City Engineer, Kevin Hansen, is hereby designated as the engineer for this improvement. The engineer shall prepare plans and specifications for the making of such improvement. 25 OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS CITY COUNCIL SPECIAL MEETING DECEMBER 6, 2010 - 6:45 P.M. The following are the minutes of the Public Improvement Hearing Special Meeting agenda for the of the City Council held at 6:45 p.m. on Monday, December 6, 2010 in the City Council Chamber, City Hall, 590 40 Avenue NE, Columbia Heights, MN. CALL TO ORDER/ROLL CALL Present: Mayor Peterson, Council member Williams, Council member Nawrocki, Council member Diehm, Council member Kelzenberg PUBLIC IMPROVEMENT H HARING: 2011 STREET REHABILITATION PROGRAM FOR ZONE 6 A) Street Rehabilitation Projects 1) Presentation of Information on Street Rehabilitation Projects by Staff Kevin Hansen, Public Work Director, referred to the information packet Council members received which describes the project area. He indicated the purpose of this meeting is to hear public testimony and for the Council to decide to whether to proceed with the project. This is an annual street rehabilitation program. He indicated the actual cost to redo a city block and described the process to analyze each block to find what repairs are needed, by staff and by a consultant. He described the difference between mill and overlay and full street reconstruction. He stated that any area scheduled for full reconstruction includes utility repairs paid for with utility funds. He indicated that, at this time, we do not know if any of the water services need to be replaced. The total estimate cost is $650,000 for street work and $250,000 for utility work. The utility work is not assessed. The policy for assessment is mill and overlay - 85 percent resident and 15 percent city and street reconstruction - 50 percent resident and 50 percent city. The city only assesses based on final construction costs. Mill and overlay assessments are assessed over a 10 year period and full construction is assessed over 15 years. Hansen explained the Unit Rate Assessment. Kelzenberg commended Hansen on his in -depth presentation. Nawrocki stated he attended the hearing and one person stated that her water was dirty. After the meeting, two people stated that the project should not go ahead. Nawrocki referred to a call he received that he was unable to respond to. Nawrocki asked what the maximum assessment would be. Hansen stated $2,955 per lot plus $1,750 if there is a lead water line. There were 39 properties noticed at the $3,500, if they were built prior to a certain date. There are 105 properties in this area. Fehst indicated that last year's cost was 12 percent less than anticipated. Hansen stated that road work costs have decreased about 20 percent. 2) Questions and Comments on Street Rehabilitation Projects Ross Johnson, 4226 4 Street, asked the difference of the cost between 4`" Street and 6 Street. Hansen stated that the price on 4 Street is $1,650. He stated that his building is being charged at $2,700. It is a homesteaded apartment building. Hansen stated that the city does not subsidize non- residential property. 26 Bill Antzarus, 4158 6 Street, questioned the 1914 date of the utilities on this street and if it had ever been dug up. Hansen stated the original grading was in 1916 and blacktopped in 1941. Sanitary sewer was installed in 1927 and the water main in 1914. Antzarus questioned where the valve is for this street. Hansen stated that can be hard to determine because of the old records. Antzarus stated he has not seen this street dug up in his 35 years here. There are other streets worse than this and with the economy this is not a good year to do this. Williams stated that prices are lower at this point and can be paid over 15 years. Diehm asked for an explanation of the deferment program. Hansen explained that one half of the assessment can be deferred until the sale of the home, if they meet the income eligibility. Fehst stated that the time for repayment is 15 years. Nawrocki stated the deferment policy is to spread the payment out over time, but has not turned out to be very helpful. Only one person has used that policy. Nawrocki indicated that Anoka borrowed funds at two to three percent interest. Interest rates this year were dropped to six percent. JoAnne Hodgman, 4047 6 Street, asked if any other streets are this old. Hansen stated that 1914 refers to the water main date. She asked if the doctor /dentist office is being assessed also. Diehm stated they will be assessed and will pay the full amount. Hodgman requested that the Council look at other alternatives to give homeowners in the area a break. Hansen stated that the Council has done that with the 50 percent cost share. Ross Johnson asked why his building is not subsidized. Hansen stated that the policy was set up to help single family homes. Johnson indicated that he just paid off over $6,000 in assessments, and with one year off will now be assessed again. Hansen referred to higher usage by multiple homes. Johnson stated he was opposed to this work. Antzarus questioned curb/handicap access replacement on 6 Street and 42 Avenue. Hansen stated that sidewalks will not be replaced unless damaged. The ADA ramps will be preserved if possible. Nawrocki requested to poll those present if they wanted the project delayed or to go ahead; by show of hands, two for and six against. Diehm asked how many property owners were noticed. Hansen stated 105. Peterson stated this program was started quite a few years ago. The problem. was that niir reads were let gn too long with nit improvements and this is the cost to bring them back to a safe level. This is always a burden on someone. Council members also pay for street improvements. Costs are down now and if we stop the process we will go back to the old system where they cost more to repair. Hopefully, costs will come in under the engineer's estimate. We want to stay on top of our infrastructure. Diehm stated that the water box replacement can make a big difference in the cost and is a State mandate. She encouraged staff to look for any lead line grant funding to help residents. Nawrocki stated that staff has made a good presentation on the merits of the project. He asked members to keep in mind that these are tough times and many homes are in foreclosure. He stated he opposed moving ahead with the project at this time. B) Close the Public Hearing Motion by Kelzenberg, second by Williams, to waive the reading of Resolution 2010 -133, there being ample copies available to the public and to close the Public Hearing of the 2011 Street Rehabilitation Project No. 1102. Upon vote: All ayes. Motion carried. 27 C) Consideration of Resolution Motion by Kelzenberg, second by Williams, to adopt Resolution 2010 -133, being a resolution ordering improvements and preparation of plans for Zone 6 Street Rehabilitation, City Project 1102. Williams stated that tough times don't last, tough people do. He will vote for this, to improve our city and keep it strong. Upon vote: Kelzenberg, aye; Williams, aye; Diehm, aye; Nawrocki, nay; Peterson, aye. 4 ayes — 1 nay. Motion carried. ADJOURNMENT Mayor Peterson adjourned the meeting at 7:54 p.m. Patricia Muscovitz CMC City Clerk RESOLUTION 2010 -133 BEING A RESOLUTION ORDERING IMPROVEMENTS AND PREPARATION OF PLANS FOR ZONE 6 STREET REHABILITIATION - CITY PROJECT 1102 WHEREAS, Resolution 2010 -128 of the Columbia Heights City Council adopted the 22 day of November, 2010, fixed a date for a Council hearing on the proposed improvement bounded by University Avenue on the west, 40 Avenue on the south, Central Avenue on the east and 44` Avenue on the north, AND WHEREAS, ten days' mailed notice and two published notices of the hearing a week apart were given, and the hearing was held thereon the 6th day of December, 2010, at which all persons desiring to be heard were given an opportunity to be heard thereon. WHEREAS, the Council determines to proceed with this local improvement, a portion of the cost being defrayed by special assessments under Charter provisions. NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF COLUMBIA HEIGHTS, MINNESOTA: 1. That the location and extent of such improvements is as follows: FULL STREET RECONSTRUCTION 6th Street, 40 Avenue to 44 Avenue Work includes required utility reconstruction /repair, required water service replacement /repair, new granular sub -base if needed, new aggregate base, new concrete curb and gutter with driveway aprons, new bituminous surfacing, required concrete or bituminous driveway and walk /step replacement, sod restoration, miscellaneous construction items, and appurtenances. STREET MILL AND OVERLAY 2. 4 Street, 42 Avenue to 44 Avenue 3. Work includes required utility reconstruction /repair, spot replacement of curb and gutter with required concrete or bituminous driveway and walk /step replacement, milling of existing street surface, new bituminous surfacing, sod restoration, miscellaneous construction items, and appurtenances. 4. Such improvement is necessary, cost - effective, and feasible as detailed in the feasibility report. 5. Such improvement is hereby ordered as proposed in the Council Resolution adopted 22 day of November, 20I0. 6. These improvements shall also be known as Project 1102 and PIRs: 2011 -Z6 -02 -001 for Full Street Reconstruction, and 2011 -Z6 -44 -001 for Street Mill and Overlay. 28 7. The City Engineer, Kevin Hansen, is hereby designated as the engineer for this improvement. The engineer shall prepare plans and specifications for the making of such improvement. 29 .� _` Approved . . 12/1/10 COLUMBIA HEIGHTS PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES November 3, 2010 The meeting was called to order by Chair Patricia Sowada, at 6:32 p.m. Members present were: Nancy Hoium, Patricia Sowada, Barbara Tantanella, Lynette Thomson, and Catherine Vesley. Also present: City Council Representative Bruce Kelzenberg, Becky Loader, and Stacey Hendren. The minutes of the October 3, 2010, Board meeting were approved as mailed. The bill list dated 10/25/10 was reviewed. It was moved, seconded and passed that the bills be paid. The bill list dated 11/8/10 was reviewed. Line item 4000, Coordinated Business Systems, was pulled from the bill list due to a change in the billing period contract. It was moved, seconded and passed that the bills be paid. The 2010 accounting dated 11/3/10 was reviewed. Old Business: 1. The Board reviewed the revised 2011 Holiday and Closed schedule. 2. The Board reviewed the approved 2011 Library Board meeting dates 3. Loader updated the Board on the progress of the 2011 budget. There have been two City Council work sessions with discussion focused on the levy limit. The Board discussed the access of the public to all budget documents at the Library. 4. All paperwork has been completed for year 2 of the Gates Grant including a 15 -page survey completed by Loader. Loader presented the letter of verification to be signed by Sowada, Board President. Motion: To authorize Pat Sowada as representative of the Library Board to sign the matching funds verification 1V1111 for the Gates ..J10.11L. Thl; motion was seconded and passed. Sowada signed the document that will be submitted to Jym Wroblewski, Project Administrator, State Library Services Division. The matching funds will be from budgeted funds and from Sale Cart revenue. The grant will fund computers for the lower level as well as equipment to support the network. New Business: 1. The Sister Cities recently donated "With Fire and Sword" on DVD to replace the worn VHS copy. The Board appreciated the donation and the thank you letter sent by Loader. 2. The crossover statistics for August were reviewed. 3. The crossover statistics for September were reviewed. 1 30 4. The Board members contact list was reviewed. Corrections were given and an updated copy will be distributed at the December meeting. 5. Board members were notified of the upcoming Foundation Board fundraiser and how to purchase tickets. There will be no silent auction this year, however, Foundation Board members will be at the event providing information about and accepting donations towards the capital campaign. Items from the Floor: 1. Loader presented 2 transfer requests from Children's Librarian, Marsha Tubbs. Motion: To authorize the transfer of $153.00 from 2185 Spoken Work CDs to 2187 Book and CD combos to cover overage in expenditures in the CD combo line item. The motion was seconded and passed. Motion: To authorize the transfer of $25.00 from 2175 Program supplies to 2187 Book and CD combos to cover overage in expenditures in the CD combo line item. The motion was seconded and passed. 2. Loader presented carpet samples for selection. Replacement carpeting for the Boardroom was included in the 2010 budget. The Board discussed the carpet options and the possibility of new blinds for the Boardroom. There being no further business, the meeting was adjourned at 7:28 p.m. Respectfully submitted, Stacey R. Hendren Secretary, Library Board of Trustees. 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. 2 31 COLUMBIA HEIGHTS - CITY COUNCIL LETTER Meeting of: December 13, 2010 AGENDA SECTION: Consent ORIGINATING DEPARTMENT: CITY MANAGER'S NO: Administration APPROVAL , ITEM: Establish 2011 meeting BY Walt Fehst BY: / dates DATE: December 1, 2010 DATE: NO: Background: In the past City Council Work Session dates have been established for the upcoming year. Discussion: Work session meetings are scheduled for the first Monday of the month, with the exception of July 3, and September 5. It is anticipated we will be able to schedule the Board of Review with Anoka County for May 2 The last City Council meeting in December has been cancelled for the Last several years and a resolution will be submitted in November or December to do so again. These suggestions were applied to the calendar and are attached. Recommended ➢load_._ Move 1__ 11 1 'Work S�_ C�_ ,._ 7 _._ 1_._,.i_ .J iviouuii; 1v1UVG to accept u1c LUI t Vvo1K JGJJ1un 1aiciiuw aS p1upo GU. COUNCIL ACTION: 32 LO r O CO N 0) CO N 0 ra CC) 03 'I" 1- i- N LO r 1-- LI, N N 3 3 iL if m E o O U CO 0 N d +- r r N CO T-- N co I- F N 07 CO N CO O CO CO 0 N CD 0 r 00 r N CO LC) r O CO d 0 1- H r N N r 1 r iiN c c - - c c - = 0 O U U 0 _ O T.5 U M . y C C m . N e c Cr) U E UE � c ' o UE OE CO M O N M O N et +— N N r- 1- N C C 3 CO CT) C y �.lt? 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O 3 O U () 0 N 't 1 r W 10 O r 1-- N r (C:::11 N E 0 I- F- e O - v N O) (0 M O N �1 �-- CO N 1 - N M -0 r N N a1 r 00 10 N O) CO M O N N N r N N C) a) O I- t- h r a0 10 N 0) CO v . N N r r N m m C c - - C c - o � o f O 0 0 O - 's . y c c � N c m c - c, �� c n' 0 E O E 3 c tl1 n 0 E ! �� CO M O N — d' r 0 !10 N N r r N C C (1) fl) aag1u0 N a aq u: � ao a N M co p r. cr r co T N .. N c0 f co N I0) W N M r r N N I ti I �- r 00 1!7 N O co co o cv r N N �- N N I-- 4 - N N r- 0) N Fp ^a 10 M O N N N r m r N a) o CD Y N I- O y m Id) N 0) Cp I M 0 N d' r r r N j - r r N M C u) - cC ' O 7 U 0 V H G e N = - O O O@ O O N O 4.-..... O O U E U E c o U U E y r o7 LCS T N 0) c0 N C' 0 T N C CO uaa d a is oho as q., s N q o N. CITY COUNCIL LETTER Meeting of: December 13, 2010 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER'S NO: CITY MANAGER'S APPROVAL .doe" ITEM: AWARD OF BID—COUNCIL CHAMBER BY LINDA L. MAGEE TECHNOLOGY REPLACEMENT DATE: 12-10-10 ' DATE: NO: In August of 2007, Elert and Associates was engaged to evaluate the existing council chambe r technology systems and to begin planning for their eventual replacement. An assessment t re t ass essme was provided to the City in November 2007, and was updated to include the Library's audio- visual needs relating to broadcast in January 2008. This assessment was used by the City in franchise renewal negotiations with Comcast. In August 2010, the City Council adopted Ordinance 1583, which renewed the cable television franchise for a term of five years. As part of the renewed franchise, Comcast provided the City with a capital grant in the amount of $194,842 that could be used to purchase new video equipment, for institutional network construction, or for other permitted capital purposes. In August, 2010, Elert and Associates was engaged to update the assessment report and recommendations. Bid specifications were drafted, and a Request for Bids (RFB) was issued in November 2010, with bids due December 6, 2010. The RFB was advertised in the Focus Newspaper and sent to five qualified vendors who specialize in the installation of integrated audiovisual/broadcast systems: Alpha Video, Audio Video Electronics (AVE), AVI Systems, M:Space, and Video Services, Inc. (VSI). Three bids were received. The bids were reviewed by Elert and Associates to check for compliance with the request for bid requirements, exceptions taken by the vendors, arithmetic errors, and other issues that could affect their recommendation and award of this project. Three issues were identified that had cost implications, which were addressed by a request for information to each of the three vendors to clarify. Based on the above, the following amounts reflect the base bid amounts: * Alpha Video $150,807.27 * Audio Video Electronic (AVE) $141,913.26 * Video Services, Inc. (VSI) $138,141.75 Attached is a hid evaluation and recommendation from Elert and Associates, the list of equipment bid, and the list of current equipment for disposal by the successful bidder. At a special meeting of the Telecommunications Commission on December 9, 2010, Will Craig of Elert and Associates presented the bid information to the commission. The Telecommunications Commission passed a motion recommending that the City Council award the bid for Council Chamber Technology Replacement to Video Services, Inc. (VSI) based upon their low, qualified, responsible bid in the amount of $138,141.75, and to authorize the Mayor and City Manager to enter into a contract for same. RECOMMENDED MOTION: Move to award the bid for Council Chamber Technology Replacement to Video Services, Inc. (VSI), based upon their low, qualified, responsible bid in the amount of $138,141.75, and furthermore, to authorize the Mayor and City Manager to enter into a contract for same. COUNCIL ACTION: 36 E elert & associates technology consultants ,: , , 140 third street south,stiliwater, mn 55082 it phone . 651.430.2772, fax . 651.430.2661 www.elert.com December 9, 2010 Columbia Heights Council Chamber Technology Bid Evaluation/Recommendation Summary/Process Elert & Associates began working with the City of Columbia Heights in August of 2007 to evaluate the existing council chamber technology systems and to begin planning for their eventual replacement. An assessment report was provided to the City in November 2007, and this report was updated to include the Library's audiovisual needs relating to broadcast in January 2008. Elert & Associates was engaged in August 2010 to update the assessment report and planning recommendations. Based on the direction of City staff and consistent with the direction and budget outlined in the assessment reports, Elert & Associates issued an RFB in November 2010, with bids due on December 6, 2010. The RFB was advertised by the City; in addition, Elert & Associates sent it to a total of five qualified vendors who specialize in the installation of these types of integrated audiovisual/broadcast systems: • Alpha Video • Audio Video Electronics • AVI Systems • M:Space • Video Services, Inc. Each of these firms has successfully installed previous similar projects designed and specified by Elert & Associates. Two vendors attended the pre -bid meeting held in the chambers on November 16 2010. One addendum was issued, on December 1, 2010, to respond to questions raised at the pre -bid meeting and to questions submitted in writing by the vendors. Three bids were submitted on December 6, 2010. The other two planholders cited their own busy workload during the scheduled project timeline as their primary reason for not submitting a bid. The base bid from each vendor includes an allowance to trade -in and/or dispose of the existing council chambers technology equipment (televisions, cameras, monitors, racks, VCRs, etc.). This allowance was to be identified on the bid form as "informational bid #1 ", to allow the City to determine whether disposal of the equipment through this means would be in the City's interest. While the amount from two of the three bidders is a charge rather than a credit, we recommend that the City accept this option. It would likely be significantly more expensive in terms of staff time and recycling /disposal fees for the City to undertake alternative disposal strategies. minneapolis / st. paul austin chicago dallas Lynchburg kansas city new haven milwaukee 37 elert & associates technology consultants 3"1 The Bids The Base Bid Amounts were as follows: Alpha Video: $1 50,007.27 (includes $0 allowance for trade -in /disposal of existing equipment) Audio Video Electronics (AVE): $137,056.20 (includes $350 charge for disposal of existing equipment) Video Services Inc. (VSI): $134,245.36 (includes $490 charge for disposal of existing equipment) Review & Analysis All three bids were lower than the estimate of $162,500 contained in the assessment reports. We attribute this to the current competitive bidding climate; of the three bidders, two had contacted Elert & Associates weeks before the RFB was issued to let us know that they were seeking new projects and would welcome an opportunity to bid on any RFBs that we might be issuing in the near future. Alpha Video has been low -bid on many public -bid projects in the past; their bid amount is 7.5% under this project's past estimates. Much of the difference between Alpha's bid and the other bids from the others is found in the labor costs; some vendors are looking to keep their employees busy, rather than necessarily looking to raise margins. Labor costs for comparison (installation labor + programming labor): Alpha Video: $28,780 AVE: $18,250 VSI: $18,920 EIert & Associates reviewed the bids to check for compliance with RFB requirements, exceptions taken by the vendors, arithmetic errors, and other issues that could affect our recommendation and award of the project. We identified three issues that had cost implications, which we addressed by issuing an RFi to each of the three vendors to clarify: 1) For the library's video billboard generator (the device that shows text and graphics when a video is not playing on the library channel), the manufacturer of the specified system gave us a model number of a soon- to -be- released product update when we were finalizing the RFB in late October. As of December 6 when bids were due, the manufacturer had not finalized their pricing for the unit and bidders did not alert us to this problem until the day bids were due (too late to issue an addendum without disrupting the bid review /award schedule). One bidder (VSI) had a price for the specified item (that doesn't technically exist) that is in no way commensurate with the equivalent existing product from that manufacturer. The equivalent existing part number, identical to what was substituted by the other two bidders, increases VSI's base bid by $2811. For comparison of this revised price for this line item: page 2/3 38 efert & associates technology consultants d'/ Alpha Video: $3315.00 AVE: $3691.11 VSI: $3091.50 2) For the loudspeakers in the council chambers, one bidder (AVE) stated the unit price for each speaker as $155.16, but when extending the price to 11 units, put $155.16 in the "EXT. PRICE" column, which was used to calculate the base bid. AVE clarified that this should be $155.16 times 11 units, or $1,706.76. If allowed, this would increase AVE's base bid by $1551.60. For comparison of this revised extended line item amount: Alpha Video: $1848.00 AVE: $1706.76 VSI: $1923.90 3) There was a touch panel controller indicated on the bid drawings for the control room which was not specified on the equipment schedules. We asked each bidder via RFI to provide a price for an identical touch panel configuration. The three bidders responded with: Alpha: $800.00 AVE: $3,305.46 VSI: $1,085.39 Recommendation Taking the three adjustments above into account, the following amounts can be compared: Original Base Bid Modified Base Bid Alpha Video TT 150,007.27 $ 150,807.27 1 Audio Video Electronics (AVE) $ 13 7,056.20 $ 141,913.26 Video Services Inc. (VSI) $ 134,245.36 $ 138,141.75 It is our recommendation that the City of Columbia Heights award the Council Chamber Technology Replacement project to Video Services, Inc., for a contract total of $138,141,75. page 3/3 39 Columbia Heights Council Chambers Technology RFB APPENDIX A -- EQUIPMENT SCHEDULES AUDIOVISUAL Desig Description Manufacturer Model Qty Unit Price Ext. Price MICI Modular Microphone Element AKG CK47 13 MIC1 Gooseneck Section AKG GN30E 13 MICI Shock Mount AKG HS00 13 MIC2 Modular Microphone Element AKG CK31 1 MIC2 Gooseneck Section AKG GN30E I MIC2 Shock Mount AKG 1.1500 1 WMS I Wireless Mic Combo Audio Technica ATW -3131 b 1 WMH1 Wireless Handheld Audio Technica ATW -T371b 1 DSP1 DSP Mixer Lectrosonics DM1612F 1 DSP2 Mixer Control Interface Custom See Specification 1 AMP1 Power Amplifier QSC CX108V 1 SPB1 Loudspeaker 70V ElectroVoice 301045 -004 11 ALS 1 Assistive Listening Transmitter Williams Sound PPA T35 1 ALSI Wall Mount Antenna Williams Sound ANT 024 1 ALSI Rack Mount Williams Sound RPK 005 1 ALS2 Assistive Listening Receiver Williams Sound PPA R35 -8N 4 ALS3 Headphone Williams Sound HED 026 4 ALS4 Neck Loop Williams Sound NKL 001 1 ALS5 Sign Williams Sound MP 008 1 CLR1 Compressor Limiter Behringer MDX1600 1 DVCI Divider /Combiner Radio Design Labs STD -10K 1 MONI 40" LCD Monitor Sharp LC- 40LE810UN 2 MON1 Mount Bracket Chief Mfg LSMU 2 MON2 40" LCD Monitor Sharp LC- 40LE810UN 1 MON2 Monitor Cart Chief Mfg PFQUB 1 MON3 40" LCD Monitor Sharp LC- 40LE810UN 2 MON3 Mount Bracket Chief Mfg MWRUB 2 n �� n r� HD Camera Vaddio 6907 000W C Y 1 1 Z L Came a Y a dd io 99 - 90I -000 ♦ A SWBI Switcher & Cam Controller Vaddio 999 -5200 -000 1 MIPI Multi -image Processor Roland MVS -12 1 MON4 Control Room Monitor Sharp LC- 40LE810UN 1 SCN1 Scan Converter TVONE C2 -1100 2 SCN 1 Rack Mount Kit TVONE RM -220 1 SCAT Scaler TVONE C2 -1200 1 SCAT Rack Mount Kit TVONE RM -220 1 VDAI Video DA Extron 60- 439 -01 6 VDA1 Rack Shelf Extron 60- 190 -01 2 VDA2 Video DA Extron 60- 446 -01 1 LOGI Graphic Still Store Extron GSS100 1 LOGI Rack Shelf Extron 60- 190 -01 1 CGEI Character Generator Compix ConverGl 1 PVR1 Video Recorder MVIXUSA MX- 880HD1500GB 1 E9Elert & Associates Appendix A — AV Equipment Schedule 62 40 Columbia Heights Council Chambers Technology RFB PVR1 1RU Custom Rack Shelf Custom As Required 1 MONS CG Monitor Viewsonic VG2028wm 1 MONS Monitor Bracket Chief Mfg KCD100B 1 CAM2 Video Camera Panasonic WF -CF284 1 CAM2 Mounting Bracket Panasonic As Required 1 CAM2 Power Supply As Required As Required 1 VSS1 Broadcast Controller Tightrope Media CBL- Cablecast- Bundle 1 VSS1 Cablecast Bundle Warranty Tightrope Media SA -Gold 1 VSS2 Video Server Tightrope Media CBL -SXLE 1 VSS2 SXLE Warranty Tightrope Media SA -Gold 1 VSS3 Character Generator Tightrope Media CBL -CG310 1 VSS3 SDI Card Tightrope Media CBL -CGSDI 2 VSS3 CG310 Warranty Tightrope Media SA -Gold 1 VSS4 Onsite Training Tightrope Media SVC -ONH -TRAIN 4 VSS5 Onsite Service Tightrope Media SVC- ONH -INST 4 MXV1 Video Matrix 8x4 Extron 60- 554 -31 1 MOD1 Modulator Owner Furnished Contractor Installed 2 OFCI OFCI SWS1 System Switcher Extron 60- 569 -01 I SWS2 System Switcher Extron 60- 532 -01 I UTX1 UTP Transmitter Extron 60- 669 -01 1 UTR1 UTP Receiver Extron 60- 690 -02 1 DOC1 Document Camera Wolfvision EYE -12 1 CNKI Flip Top Interface Crestron C2N- FT -TPS4-B 1 HDA1 Cable Adapter mini -DP to HDMI Monoprice 5311 1 HDA1 Cable Adapter mini -DP to VGA Monoprice 5107 1 HDA1 Cable Adapter DVI to HDMI Monoprice 2029 1 HDA1 Cable Adaptor DP to HDMI Monoprice 4826 1 HDA1 Cable Adapter DP to VGA Monoprice 5135 I DVV1 DVD/VCR Combo Unit Panasonic DMR- EZ48VK 2 DVV1 Custom Shelf Custom See Specification 1 DVV1 Rack Shelf Middle Atlantic U2V 1 XDA1 VGA DA Extron 60- 506 -03 1 UTX2 UTP Transmitter Extron 60- 652 -01 1 UTX2 Rack Shelf Extron 60- 190 -01 1 UDAI UTP DA Extron 60- 686 -01 1 UTR2 UTP Receiver Extron 60- 735 -01 5 CPL1 Connector Panel Custom See Specification 1 KVMI KVM Switcher NTI UNIMUX- USBV -40 1 ICS1 Control Processor Crestron CP2E 1 ICS1 Power Supply Crestron PW- 2420RU 1 ICE1 IR Emitter Crestron IRP2 2 IPDI Wireless Touchpanel Apple iPad 16GB WiFi 1 IPD1 Mobile App Crestron Mobile Pro G 1 RCK1 Equipment Rack Winsted V8801 1 FRN1 Double Bay Stringer Winsted 56004 1 FA E1ert & Associates Appendix A — AV Equipment Schedule 63 41 Columbia Heights Council Chambers Technology RFB FRN1 6RU Rack Cabinet Winsted 56032 1 FRN1 Single Bay Hinged Cover Winsted 56042 I FRN1 27" ABS Filler Winsted 56981 1 FRN1 End Frame (pr) Winsted 56061 1 FRNI Bottom Shelf Winsted 56082 2 FRNI CPU Can Winsted 56220 1 FRN1 Work Surface Bracket (pr) Winsted 56262 2 FRN1 Vented Door Winsted 56302 4 FRN1 Side Panels (pr) Winsted 56520 1 FRN1 Work Surface for 56220 Winsted 56620 1 FRNI 48" Work Surface Winsted 56624 1 FRN1 2 Pole Monitor Mount Winsted W5690 1 FRNI Rack Kit for Sight Line Winsted W5642 2 RKB1 Rack Blank Middle Atlantic BL1 22 RKB2 Rack Blank Middle Atlantic BL2 3 PAC1 Power Sequencer Middle Atlantic PDS -615R 1 PAC2 Power Distribution Middle Atlantic PD- 1415C -NS 1 PAC3 Power Distribution Tripp Lite 602 -15 4 UPS1 UPS APC SUA3000RM2U 1 MON6 40" LCD Monitor Sharp LC- 40LE810UN 1 MON6 Wall Mount Bracket Chief Mfg LSMU 1 PLT6 Input Plate Custom Custom 1 LIB1 Camcorder Canon HF -S20 1 LIBI SDHC Card 16GB PNY P- SDHC16G4 -EF 1 LIB2 Tripod Smith - Victor 700005 1 LIB3 Camcorder Case LowePro Edit 140 1 LIB4 Microphones Adapter Beachtek DXA -2T 1 LIB4 Mic Cable Shure C25B 1 LIB4 Microphone Shure VP64A 1 Misc. Parts/Cabling/Wire 1 Installation Labor 1 Control System Programming 1 All Other Costs 1 Sales Tax 1 Subtotal F9 Elert & Associates Appendix A — AV Equipment Schedule 64 42 Columbia Heights Council Chambers Technology RFB APPENDIX B - EXISTING EQUIPMENT Control Room Description Manufacturer Model Qty Monitor Panasonic CT -110MA 1 Monitor Panasonic WV -5350 1 Stereo Tuner Catel KT -900 1 Monitor Panasonic CT- 1384VY 2 Monitor Mount Panasonic WV -BM503 2 Wireless Receiver Shure L4 8 Mixer Shure M267 1 Mixer Mackie CR1604-VLZ 1 Amplifier TOA P- 906MK2 1 Equilizer EV EQ-215 1 Wireless Receiver Shure L3 5 Camera Controller Panasonic WV -CU254 1 Camera Controller Panasonic WV -CU101 1 Video Switcher Panasonic WJ -22R 2 Broadcast Switcher Panasonic WJ -MX50 1 ALS Transmitter Telex AAT -2 1 Equipment Rack - 40U Emcor unknown 2 Tape Recorder Yamaha KX -W582 1 Audio Processing IRP System 41 1 Integrated Controller Leightronix Pro8 1 Monitor ViewSonic G70fmb 1 VCR NC SR-V1OU 1 VCR NC HR- S3600U 3 VCR. NC HR-S3910U 2 Video CG/Bulletin Board Server Alpha Video #606527 -00 1 Video DA Panasonic WJ -300C 1 Equipment Rack - 35U Emcor unknown 2 Chambers Ceiling Speaker unknown unknown 4 Monitor Panasonic WV -BM500 1 Camera Panasonic WV -CS304 5 Gooseneck Microphone - Cardioid Shure unknown 12 Monitor NC AB -27920 4 Monitor Mount Peerless Jumbo Mount 4 FA Elert & Associates Appendix B — Existing Equipment 65 43 CITY COUNCIL LETTER Meeting of : December 13, 2010 AGENDA SECTION: Consent ORIGINATING DEPT.: CITY MANAGER NO: Recreation APPROVAL ITEM: Establish John P. Murzyn Hall rental rates BY: Keith Windschitl BY:` for 2012 Recreation Director ,. NO: DATE: 12/6/10 BACKGROUND The Columbia Heights Park and Recreation Commission unanimously approved the 2012 Murzyn Hall rental rates at their meeting on November 17, 2010. Staff has recommended rental rates for 2012 increase 5% for Saturday rentals that use the main hall, bar and kitchen. Other rentals and rates remain the same as they are for 2011. The 25% resident discount is still available for residents of the City of Columbia Heights. A copy of the proposed rental rates for 2012 is attached. RECOMMENDED MOTION: Move to adopt the 2012 John P. Murzyn Hall rental rates, as outlined by the Park and Recreation Commission at their meeting of November 17, 2010. COUNCIL ACTION: ADMIN \CC IORATE 44 JOHN P. MURZYN HALL RENTAL RATES Rentals in 2011 will pay the 2011 rates, and rentals in 2012 will pay the 2012 rates. RENTAL INFORMATION 2011 RATES 2012 RATES (Sun - Fri) (Saturday) (Sun - Fri) (Saturday) Hall /Kitchen /LaBelle Lounge $960.00 $1,195.00 $960.00 $1,255.00 Hall $735.00 $845.00 $735.00 $887.00 Kitchen $125.00 $140.00 $125.00 $147.00 LaBelle Lounge $220.00 $255.00 $220.00 $268.00 Gauvitte Room $175.00 $195.00 $175.00 $195.00 Prestemon Room $175.00 $195.00 $175.00 $195.00 Edgemoor Room $175.00 $195.00 $175.00 $195.00 Keyes Room $175.00 $195.00 $175.00 $195.00 Maithaire /McKenna Room $250.00 $285.00 $250.00 $285.00 Senior Center $250.00 $285.00 $250.00 $285.00 Down Payment (non - refundable) $500 / $100 $500 / $100 $500 / $100 $500 / $100 Damage Deposit (refundable) $500 / $250 $500 / $250 $500 / $250 $500 / $250 Security Officer Deposit $150.00 $150.00 $150.00 $150.00 Community Service Officer /hour $24.00 $24.00 $25.00 $25.00 Pop /CO2 Charge $100.00 $100.00 $100.00 $100.00 Early Entry Fee* $60.00 $60.00 $60.00 $60.00 Custodial Charge per hour $25.00 $25.00 $25.00 $25.00 Events Lasting 2 hours or less 50% N/A 50% N/A Events Lasting 4 hours or less 25% N/A 25% N/A Heights Resident Discount ** 25% 25% 25% 25% All JPM rentals end at 1:00 a.m. An $80.00 late fee will be assessed every 30 minutes after 1:00 a.m. Saturday /Sunday rental time: 12:00 noon - 1:00 a.m. Friday rental time: 9:00 a.m. - 1:00 a.m. * Subject to approval by Recreation Director and /or Park & Recreation Commission. ** Columbia Heights Resident discount is exclusively limited to the renter or their parents. All rentals are required to use the in -house pop dispensers behind the bar. Single room rentals have a maximum rental time of 7 hours. Linen and Napkin rental is available upon request. 2011 Prices are as follows: White or Ivory Linens $7.00 per hall table (60" rounds and 8' x 2 1/2' banquet tables) Tax additional $3.50 per bar table $ .50 per napkin (various colors available) Linen and Napkin rentals will need to be paid 2 weeks prior to your rental date. A $50 Service Charge may apply to special orders made within the week prior to the event. White Melamine Dinnerware, Silverware and Plastic Tumblers are available for a rental fee of $50 plus tax per rental. Saturday rentals may decorate the Friday before their event from 10:00 am - 4:30 pm for a $150 fee.. This reservation can only be made if the hall is available within 2 weeks of the rental date. 45 CITY COUNCIL LETTER MEETING OF: DECEMBER 13, 2010 AGENDA SECTION: CONSENT ORIGINATING DEPT: CITY MANAGER NO: FINANCE APPROVAL ITEM: RESOLUTION 2010 -138 BY: JOE KLOIBER BY: ,/ DOCUMENT CERTAIN FUND BALANCE ' DESIGNATIONS AND RELATED POLICIES DATE: DECEMBER 9, 2010 As discussed at the September 7, 2010 council work session, the Government Accounting Standards Board (GASB) has issued a new financial reporting standard for governmental funds — identified as GASB Statement 54 - effective January 1, 2011. This will primarily change the terminology used to report fund balance, but in a few cases it will require combining funds that will no longer qualify to be reported as stand -alone funds. Resolution 2010 -81 was adopted (unanimously) at the September 13, 2010 Council meeting to address the required fund combinations. The purpose of attached resolution 2010 -138 is to clearly List, in one place, the City's existing designations of its governmental fund balances and related policies. As the City has been chartered since 1921, it is understandable that the original Council authorizations for many of the City's existing policies are spread throughout numerous documents over numerous years, with widely varying degrees of formality or informality. For example, to document the Council's existing designation of the Infrastructure Fund #430 fund balance, one must currently combine the following: • A reference at page (i) of the 1992 Annual Report • One of the budgeted transfers underlying the 1993 annual budget resolution • Resolution 96 -28 adopting the current street rehabilitation program • Annual resolutions since 2000, requesting use of MN Street Aid on local streets To implement this new reporting standard, the City must classify the existing fund balance designations for each of its governmental funds into the new fund balance categories used in the new standard. It will significantly reduce the time required by both City staff and the City's external auditors, if the existing designations are clearly documented and easily accessible, as in the attached resolution. As emphasized at the September 7, 2010 council work session, these are only self - imposed existing designations in this resolution. This resolution does not prevent the Council from revising any of these designations at any time in the future. Staff recommends that the City Council adopt the following motions: RECOMMENDED MOTION: Move to waive the reading of Resolution 2010 -138, there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution 2010 -138 being a resolution documenting certain fund balance designations and related policies. CouncilLetter_Res2010_ 138_ DocumentCertainFundBalanceDesignations .doc COUNCIL ACTION: 46 RESOLUTION NO. 2010-138 CERTAIN FUND BALANCE DESIGNATIONS AND RELATED POLICIES WHEREAS, the City of Columbia Heights reports its financial information under standards issued by the Governmental Accounting Standards Board (GASB); and WHEREAS, the implementation by the City of the recently issued GASB reporting standard identified as Statement 54 requires classifying the City's existing fund balance designations into the new fund balance classifications contained in the standard and documenting certain related policies; and WHEREAS, documenting herein the City's existing fund balance designations and related policies will simplify and increase the efficiency with which the City implements the new reporting standard, BE IT HEREBY RESOLVED by the City Council of the City Of Columbia Heights, that: 1. The City of Columbia Heights's December 31, 2010, governmental fund balances are designated for the purposes listed in the attached Exhibit A, to the extent that they are in spendable form and their use is not restricted by external parties. 2. When the City of Columbia Heights' has both restricted and unrestricted resources available for an expenditure, the restricted resources are applied first and unrestricted are applied to any remainder. BE IT HEREBY FUTHER RESOLVED by the City Council of the City Of Columbia Heights, that upon implementation of the fund balance classifications in Governmental Accounting Standards Board Statement 54: 3. The term "designated" will be replaced with the "committed" when applying above item 1. 4. When the City of Columbia Heights' applies unrestricted resources to an expenditure, the unrestricted resources are applied in the following order; committed funds first, assigned funds second, and unassigned funds last, to the extent that amounts are available in each of these unrestricted classifications. 5. The portion of fund balance in the City's General Fund applicable to the minimum fund balance goals established for the working capital purposes by resolution 95 -40 will be the sum of any unassigned fund balance plus any fund balance assigned by the Council for use in the following year's general fund budget. For the City's Library Fund, the applicable portion of fund balance for these purposes will be its assigned fund balance. 6. To the extent that unrestricted fund balance has not been committed or assigned by the City Council, the authority to classify unrestricted fund balance as assigned to purposes for which there is merely an informal intent is delegated to the City Manager, provided that such assignment is made by the City Manager to clarify the information in the City's financial statements. 47 City of Columbia Heights Resolution 2010 -138 Exhibit A Governmental Funds Designation /Commitment as of December 31, 2010 General Fund Police community programs equal to residual from closed Fund 270 General Fund Downtown parking maintenance equal to residual from closed Fund 405 Special Revenue Funds: Cable Television Fund 225 Cable television Police Forfeiture Fund 265 Not applicable - externally restricted only Police Grants Fund 272 Not applicable - externally restricted only Library Fund 240 Library After - School Programs Fund 261 Youth programs Contributed Projects - Recreation - Fund 881 Not applicable - externally restricted only Contributed Projects - Other - Fund 883 Not applicable - externally restricted only Special Projects Fund 226 Redevelopment Community Development Fund 201 Protective inspections expenditures Anoka County Community Development Programs Fund 202 Redevelopment EDA Administration Fund 204 Redevelopment HRA Parkview Villa North Fund 203 Senior housing HRA Parkview Villa South Fund 213 Senior housing Debt Service Funds: 2008A Taxable GO Housing Improvement Area Bonds Fund 315 Debt service G.O. Improvement/ Revenue Bonds 2003A Fund 388 Debt service G.O. Improvement/ Revenue Bonds 2006A Fund 340 Debt service G.O. Street Rehabilitation Bonds 2007 Fund 341 Debt service G.O. Public Safety Center Bonds 2008B Fund 343 Debt service G.O. Public Facilities Bonds 2009A Fund 344 Debt service Tax Increment Bonds Fund 376 Not applicable - externally restricted only Sheffield TIF Redevelopment Fund 377 Not applicable - externally restricted only TIF Multi -Use Redevelopment Plan Fund 385 Not applicable - externally restricted only TIF Transition Block Fund 389 Not applicable - externally restricted only TIF 4747 Central Avenue Fund 371 Not applicable - externally restricted only TIF Huset Park Area Fund 372 Not applicable - externally restricted only EDA TIF Revenue Bonds 2007 Fund 373 Not applicable - externally restricted only Capital Projects Fund: Municipal State Aid Street Fund 212/402 Capital projects - streets and other infrastructure, Municipal State Aid Street Fund 212/402 including transfers for same to Infrastructure Fund 430 Capital Improvements General Gov't Buildings 411 Capital projects - government buildings Capital Equipment Replacement General Gov't 431 Capital projects - government equipment Capital Improvements PIR Fund 415 Capital projects - streets and other infrastructure Public Safety Center Capital Building Fund 417 Capital projects - police and fire station EDA Housing Maintenance Fund 408 Capital Projects - Redevelopment Capital Improvement Development Fund 420 Capital Projects - Redevelopment Capital Improvement Parks Fund 412 Capital projects - parks Infrastructure Replacement Fund 430 Capital projects - streets and other infrastructure Capital Equipment Fire Fund 439 Capital projects - fire station and equipment Capital Equipment Cable TV Fund 440 Capital projects - cable television Capital Building Library Fund 450 Capital projects - library building Passed this 13th day of December, 2010 Offered by: Seconded by: Roll Call: Mayor Gary L. Peterson Attest: Patricia Muscovitz, CMC City Clerk 48 CITY COUNCIL LETTER Meeting of: December 13, 2010 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER'S NO: CITY MANAGER'S APPROVAL ITEM: 2010-2012 IAFF LABOR AGREEMENT BY LINDA L. MAGEE BYd/ / ( NO: DATE: 11-30-2010 DATE: The current labor agreement between the City and the International Association of Firefighters, representing Firefighters, terminated on December 31, 2009. Negotiations between the City's negotiation spokesperson and IAFF resulted in the union filing for mediation. Mediation was held on May 20, 2010, and again on August 17, 2010, and ultimately resulted in a mutually acceptable labor agreement for calendar years 2010, 2011, and 2012. The proposed changes are as follows: Wages: 2010: 3% adjustment over 2009 wages, effective September 1, 2010 2011: 0% adjustment over 2010 wages 2012: 1% adjustment over 2011 wages Insurance: 2010: $745 per month (2009=$705 per month) 2011: $775 per month 2012: $805 per month Deferred Compensation: Employer shall pay on a dollar-for-dollar matching basis; $425 per full-time employee for calendar years 2010, 2011, and 2012. (2009= $400) In addition, minimal language changes were made to delete references to the Civil Service Commission, to clarify seniority and lay-off provisions, and to identify length of probationary period. Attached is a resolution which would adopt and establish the changes as negotiated for calendar years 2010, 2011, and 2012. Also attached is a copy of the new contract language incorporating the changes. RECOMMENDED MOTION: Move to waive the reading of Resolution 2010-130, there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution 2010-130, regarding the Labor Agreement between the City of Columbia Heights and the International Association of Firefighters, January 1, 2010- December 31, 2012. COUNCIL ACTION: 49 RESOLUTION 2010 -130 REGARDING LABOR AGREEMENT BETWEEN CITY OF COLUMBIA HEIGHTS AND INTERNATIONAL ASSOCIATION OF FIREFIGHTERS, LOCAL 1216 WHEREAS, negotiations have proceeded between the International Association of Firefighters (IAFF), Local 1216, representing Firefighters of the City, and the City' s negotiating spokesperson, and said negotiations have resulted in a mutually acceptable contract for calendar years 2010, 2011, and 2012; and WHEREAS, changes to the current contract are attached, and a copy of said contract is available at the Office of the City Manager and is made a part hereof by reference; NOW, THEREFORE, BE IT RESOLVED that the contract agreement, as negotiated, be and is hereby established as the salary and fringe benefit program for calendar years 2010, 2011, and 2012 for IAFF bargaining unit employees of the City; and BE IT FURTHER RESOLVED that the Mayor and City Manager be authorized to execute this agreement. Passed this 13 day of December, 2010. Offered by: Seconded by: Roll CaII: Gary L. Peterson, Mayor Patricia Muscovitz, CMC City Clerk 50 August 17, 2010 CITY OF COLUMBIA HEIGHTS PROPOSAL TO THE INTERNATIONAL ASSOCIATION OF FIREFIGHTERS, LOCAL 1216 1. ARTICLE VII EMPLOYEE RIGHTS - GRIEVANCE PROCEDURE 7.7 CHOICE OF REMEDY CLAUSE: If, as a result of the written response in Step 3 under "Procedure ", the grievance remains unresolved, and if the grievance involves the suspension, demotion, or discharge of an employee who has completed the required probationary period, the grievance may be appealed to Step 4 or a procedure such as: Veterans Preference or Fair Employment. If appealed to any procedure other than Step 4, the grievance is not subject to the arbitration procedure as provided in Step 4. The aggrieved employee shall indicate in writing which procedure is to be utilized- -Step 4 or any other appeal procedure - -and shall sign a statement to the effect that the choice of any other hearing precludes the aggrieved employee from making a subsequent appeal through Step 4. 2. ARTICLE IX SENIORITY 9.1 Seniority shall be determined by the employee's length of continuous employment with the Fire Department in a position covered by this bargaining unit. Seniority rosters may be maintained by the Chief on the basis of time in grade and time within specific classifications. 9.2 All newly hired or rehired employees will serve a one (1) year probationary period. All employees will serve a one (1) year probationary period in any job classification in which the employee has not served a probationary period. At any time during the probationary period, a newly hired or rehired employee may be terminated at the sole discretion of the EMPLOYER. At any time during the probationary period, a promoted or reassigned employee may be demoted or reassigned to the employee's previous position at the sole discretion of the EMPLOYER. 9.3 A reduction of work force will be accomplished on the basis of seniority, provided that the senior employees are qualified to perform the assigned duties. 9.4 In the event of a lay -off, employees may exercise their seniority rights to a lower job classification within the bargaining unit for which they meet the minimum qualifications as adjudged by the EMPLOYER. To exercise such right, the employee must submit a written request to the City Manager within five (5) calendar days of receipt of notification that his /her position will be subject to a lay -off. 9.5 Seniority will be the determining criterion for recall when the job - relevant qualification factors are equal. Recall rights under this provision will continue for twelve (12) months after lay off. Recalled employees shall have ten (10) working days after notification of recall by registered mail at the employee's last known address to report to work or forfeit all recall rights, 9.6 Vacation periods shall be selected on the basis of seniority until March 15 of each calendar year, and provided that no more than one officer and one firefighter are on vacation the same week, and the officer and firefighter on the same schedule shall not take the same vacation days. 51 3. ARTICLE XVII SEPARATION 17.2 Retirement: Except as otherwise provided by law, it is compulsory that employees covered by this AGREEMENT shall retire when they attain the age of sixty -five (65) years. The age of an employee shall be the age attained on his /her last birthday and shall be subject to verification. 4. ARTICLE XVIII INSURANCE 18.1 The EMPLOYER will contribute up to a maximum of seven hundred forty -five dollars ($745) per month per (permanent and probationary full -time) employee for calendar year 2010 for group health and group dental, including dependent coverage, and employee life insurance. 18.2 The EMPLOYER will contribute up to a maximum of seven hundred seventy -five dollars ($775) per month per (permanent and probationary full -time) employee for calendar year 2011 for group health and group dental, including dependent coverage, and employee life insurance. 18.3 The EMPLOYER will contribute up to a maximum of eight hundred five dollars ($805) per month per (permanent and probationary full -time) employee for calendar year 2012 for group health and group dental, including dependent coverage, and employee life insurance. 18.4 Employees not choosing dependent coverage cannot be covered at EMPLOYER expense for any additional insurance than the individual group health, group dental, and group life insurance. Additional life insurance can be purchased by the employee at the employee's expense to the extent allowed under the EMPLOYER's group policy. 5. ARTICLE XXIII DURATION 23.1 This AGREEMENT shall be effective as of the first day of January, 2010, unless otherwise noted, and shall remain in force and effect until the thirty -first day of December, 2012. In the event a new contract is not agreed upon by December 31 of the bargaining period, the existing AGREEMENT shall remain in force until such new AGREEMENT is agreed upon. 6. ARTICLE XXIV WAGES 24.1 2010 Wage Schedule Effective September 1, 2010: 40 -Hour 56 -Hour After Level Work Schedule Work Schedule Classification: Firefighter Start to Twelve Months Recruit Firefighter $23.86 /hour $17.05 /hour 80% of Journeyman Firefighter rate Twelve Months Firefighter I $25.35 /hour $18.11 /hour 85% of Journeyman Firefighter rate Twenty -Four Months Firefighter II $26.84 /hour $19.18 /hour 90% of Journeyman Firefighter rate Thirty -Six Months Firefighter III $28.33 /hour $20.24 /hour 95% of Journeyman Firefighter rate Forty -Eight Months Journeyman Firefighter $29.82 /hour $21.31 /hour 52 40 -Hour 56 -Hour After Level Work Schedule Work Schedule Classification: Captain Start to Six Months Captain 1 $31.01 /hour $22.15/hour (96% of Captain III) Six Months Captain II $31.65 /hour $22.61/hour (98% of Captain III) Twelve Months Captain III $32.30 /hour $23.07 /hour 24.2 2011 Wage Schedule Effective January 1, 2011: 40 -Hour 56 -Hour After Level Work Schedule Work Schedule Classification: Firefighter Start to Twelve Months Recruit Firefighter $23.86 /hour $17.05 /hour 80% ofJourneyman Firefighter rate Twelve Months Firefighter I $25.35 /hour $18.11 /hour 85% ofJourneyman Firefighter rate Twenty -Four Months Firefighter II $26.84 /hour $19.18/hour 90% ofJourneyman Firefighter rate Thirty -Six Months Firefighter III $28.33 /hour $20.24 /hour 95% of Journeyman Firefighter rate Forty -Eight Months Journeyman Firefighter $29.82 /hour $21.31 /hour 40 -Hour 56 -Hour After Level Work Schedule Work Schedule Classification: Captain Start to Six Months Captain I $31.01/hour $22.15 /hour (96% of Captain III) Six Months Captain II $31.65 /hour $22.61 /hour (98% of Captain III) Twelve Months Captain 111 $32.30 /hour $23.07 /hour 24.3 2012 Wage Schedule Effective January 1, 2012: 40 -Hour 56 -Hour After Level Work Schedule Work Schedule Classification: Firefighter Start to Twelve Months Recruit Firefighter $24.10 /hour $17.22 /hour 80% ofJourneyman Firefighter rate Twelve Months Firefighter I $25.60 /hour $18.29 /hour 85% ofJourneyman Firefighter rate Twenty -Four Months Firefighter II $27.11 /hour $19.37 /hour 90% ofJourneyman Firefighter rate Thirty -Six Months Firefighter III $28.61 /hour $20.44 /hour 95% ofJourneyman Firefighter rate Forty -Eight Months Journeyman Firefighter $30.12 /hour $21.52 /hour 53 40 -Hour 56 -Hour After Level Work Schedule Work Schedule Classification: Captain Start to Six Months Captain I $31.32/hour $22.37 /hour (96% of Captain III) Six Months Captain II $31.97 /hour $22.83 /hour (98% of Captain III) Twelve Months Captain III $32.62 /hour $23.30 /hour 24.4 Based on previous experience and training, and at the sole discretion of the EMPLOYER, newly hired employees may be started at up to the twenty -four months rate of pay. 24.5 Employees shall successfully complete professional qualifications in order to be advanced to the next highest pay level within their classification. 24.6 As a form of additional compensation, the City will contribute $1 per permanent and probationary full - time employee toward a City - sponsored deferred compensation program for every $1 contributed by such employee toward such City- sponsored deferred compensation program. Such employer contribution will not exceed $425 for calendar year 2010, $425 for calendar year 2011, and $425 for calendar year 2012. 54 CITY COUNCIL LETTER Meeting of: December 13, 2010 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER'S NO: CITY MANAGER'S APPROVAL ITEM: ADOPTING 2011-2012 SALARY & FRINGE BY LINDA L. MAGEE BENEFIT ADJUSTMENT FOR NON-UNION DATE: 11-30-10 SUPERVISORY EMPLOYEES NO: 11?y ).A Attached is a resolution and schedule reflecting proposed salary and fringe benefit adjustments for non-union supervisory employees. The proposed changes are as follows: Wages: 2011: 0% adjustment over 2010 2012: 1% adjustment over 2011 Insurance: 2011: $775 per month (2010 = $745 per month) 2012: $805 per month Deferred Compensation: As a form of additional compensation, the City will contribute $1 per full-time employee toward a city-sponsored deferred compensation program for every $1 contributed by such employee toward such city-sponsored deferred compensation program. Such employer contribution will not exceed $425 for calendar years 2011 and 2012. (2010= $425) Severance Pay Upon leaving City employment in good standing, employees shall receive payment based on their most recent salary level for all vacation leave earned but not taken, and for earned and unused sick leave based on the following schedule: During employment years 1-5: 20% During employment years 6-10: 33% During employment years 11-19: 40% During employment years 20+: 50% All of such sick leave severance pay will be placed into the employee's Post Employment Health Care Savings Plan on a mandatory basis, in accordance with IRS regulations. (Currently: All earned and unused vacation leave and 1/3 earned and unused sick leave will be paid out.) Attached is a resolution which would adopt and establish the changes. Also attached is a copy of the wage schedules and benefit changes. RECOMMENDED MOTION: Move to waive the reading of the resolution, there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution 2010-134, adopting changes in non-union group salary ranges, and establishing salaries and changes in fringe benefits for non-unionized City supervisory positions for calendar years 2011 and 2012. COUNCIL ACTION: 55 RESOLUTION 2010 -134 ADOPTING CHANGES IN NON -UNION SUPERVISORY SALARY RANGES, ESTABLISHING SALARIES FOR NON - UNIONIZED SUPERVISORY POSITIONS, AND CHANGES IN FRINGE BENEFITS WHEREAS, the City of Columbia Heights adopted a Wage Compensation Program for Non - Unionized City Employees effective January 1, 1980 (Resolution 80 -47), which indicated that on an annual basis changes will be adopted in Group Salary Ranges, and, WHEREAS, the City of Columbia Heights adopted a Comparable Worth Implementation Plan effective January 1, 1988 (Resolution 88 -50), to assure comparable compensation for positions with comparable skills, effort, responsibilities, and working conditions, and proportional compensation for positions where such factors are different; and, WHEREAS, the City of Columbia Heights annually reviews the Employer's share for various insurance programs and other benefits for its non - unionized supervisory employees to compare what is provided to other employee groups in the City; NOW, THEREFORE, BE IT RESOLVED, that the City of Columbia Heights establishes salary ranges and fringe benefits for non- unionized supervisory City positions, as indicated on Schedule A which is on file in the office of the City Manager and is attached, for calendar years 2011 and 2012; and that movement through the salary range is contingent upon satisfactory performance of the employee; and BE IT FURTHER RESOLVED that changes to the Personnel Policy and Retirement Health Savings (RHS) plan documents shall be made, as applicable, to incorporate changes in sick leave severance payout and participation in a Post Employment Health Care Savings Plan. Passed this 13`" day of December, 2010. Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Patricia Muscovitz, CMC City Clerk 56 SCHEDULE A 2011 MONTHLY SALARY SCHEDULE EFFECTIVE JANUARY 1 Entry 6 Months 1 Year 2 Years 3 Years STORE SUPERVISOR $2.672 $2.763 $2,854 $2,945 $3.036 IS TECHNICIAN $3.164 $3,271 $3.379 $3,487 $3.595 POLICE S SPECIALIST $3,544 $3,665 $3.785 $3.806 $4.027 ASSISTANT LIQUOR MANAGER $3,754 $3,882 $4.010 $4,138 $4,266 OFFICE SUPERVISOR-POLICE FACILITIES MAINTENANCE SUPERVSOR ACCOUNTING COORDINATOR $3.846 $3,978 $4.100 $4.240 $4,371 ADMINISTRATIVE ASST-PUB WORKS $3.908 $4.104 $4.239 $4,375 $4,510 SENIOR CITIZENS COORDINATOR $4.098 $4.238 $4.378 $4.517 $4.657 ASSISTANT IS DIRECTOR $4,286 $4,433 $4,579 $4,725 $4,871 CHILDREN'S LIBRARIAN $4.663 $4.822 $4,981 $5,140 a5.299 ADULT SERVICES LIBRARIAN STORE MANAGER $4,724 $4.885 $5,046 $5,207 $5.368 ACCOUNTANT $4,780 $4,943 $5.100 $5.269 $5.432 VEHICLE MAINTENANCE SUPERVISOR $4,858 $5.023 $5.180 $5.354 $5,520 BUILDING OFFICIAL s5.073 $5,246 $5.419 $5.592 $5,765 PLANNER $5,472 $5,658 $5.845 $8.031 $6.218 P 'pi |CVVORKS5UPER|NTENnFNT $5.743 $5.938 $6.134 $0.330 $6.526 ASSISTANT CITY ENGINEER $5,834 $6.032 $6,231 $6.430 $6 ASSISTANT COMMUNITY DEV DIRECTOR $5.874 $6.074 $6,275 $6.475 $6.675 ASSISTANT FINANCE DIRECTOR $5.902 $6.103 $6,305 $6.508 s6.707 RECREATION DIRECTOR $5.920 $6.122 $6.323 $6.525 $6.727 IS DIRECTOR $6,188 $0.390 $6.810 $6,821 $7.032 LIQUOR OPERATIONS MANAGER $6.690 $6,924 $7,152 $7.381 $7.009 57 SCHEDULE A 2012 MONTHLY SALARY SCHEDULE EFFECTIVE JANUARY 1, 2012 Entry 6 Months 1 Year 2 Years 3 Years STORE SUPERVISOR $2,698 $2,790 $2,882 $2,974 $3,066 IS TECHNICIAN $3,195 $3,304 $3,413 $3,522 $3,631 POLICE IS SPECIALIST $3,579 $3,701 $3,823 $3,945 $4,067 ASSISTANT LIQUOR MANAGER $3,792 $3,921 $4,050 $4,180 $4,309 OFFICE SUPERVISOR - POLICE FACILITIES MAINTENANCE SUPERVISOR ACCOUNTING COORDINATOR $3,885 $4,018 $4,150 $4,283 $4,415 ADMINISTRATIVE ASST -PUB WORKS $4,008 $4,145 $4,282 $4,418 $4,555 SENIOR CITIZENS COORDINATOR $4,140 $4,281 $4,422 $4,563 $4,704 ASSISTANT IS DIRECTOR $4,330 $4,477 $4,625 $4,772 $4,920 CHILDREN'S LIBRARIAN $4,710 $4,870 $5,031 $5,191 $5,352 ADULT SERVICES LIBRARIAN STORE MANAGER $4,771 $4,934 $5,097 $5,259 $5,422 ACCOUNTANT $4,828 $4,992 $5,157 $5,321 $5,486 VEHICLE MAINTENANCE SUPERVISOR $4,906 $5,073 $5,241 $5,408 $5,575 BUILDING OFFICIAL $5,124 $5,299 $5,474 $5,648 $5,823 PLANNER $5,526 $5,715 $5,903 $6,092 $6,280 PUBLIC WORKS SUPERINTENDENT $5,800 $5,998 $6,196 $6,393 $6,591 ASSISTANT CITY ENGINEER $5,892 $6,092 $6,293 $6,494 $6,695 ASSISTANT COMMUNITY DEV DIRECTOR $5,933 $6,135 $6,337 $6,540 $6,742 ASSISTANT FINANCE DIRECTOR $5,961 $6,164 $6,368 $6,571 $6,774 RECREATION DIRECTOR $5,979 $6,183 $6,386 $6,590 $6,794 IS DIRECTOR $6,250 $6,463 $6,676 $6,889 $7,102 LIQUOR OPERATIONS MANAGER $6,763 $6,993 $7,224 $7,454 $7,685 58 SCH N;DULE A INSURANCE The EMPLOYER. will contribute up to a maximum of seven hundred and seventy -five dollars ($775) per month per full-time employee for calendar year 2011 for employee life insurance, group health insurance, and dental insurance. Should the cost of such benefits be less than $775 per month, the difference may be used toward any other City - provided insurance benefit and /or a City sponsored deferred compensation program. The EMPLOYER will contribute up to a maximum of eight hundred and five dollars ($805) per month per full - time employee for calendar year 2012 for employee life insurance, group health insurance, and dental insurance. Should the cost of such benefits be less than $805 per month, the difference may be used toward any other City - provided insurance benefit and /or a City- sponsored deferred compensation program. DEFERRED COMPENSATION As a form of additional compensation, the City will contribute $1 per full -time employee toward a city - sponsored deferred compensation program for every $1 contributed by such employee toward such city- sponsored deferred compensation program. Such employer contribution will not exceed $425 for calendar years 2011 and 2012. SEVERANCE PAY Upon leaving City employment in good standing, employees shall receive payment based on their most recent salary level for all vacation leave earned but not taken, and for earned and unused sick leave based on the following schedule: During employment years 1 -5: 20% During employment years 6 -10: 33% During employment years 11 -19: 40% During employment years 20 +: 50% All of such sick leave severance pay will be placed into the employee's Post Employment Health Care Savings Plan on a mandatory basis, in accordance with IRS regulations. 59 CITY COUNCIL LETTER Meeting of: December 13, 2010 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER'S NO: CITY MANAGER'S APPROVAL : / ITEM: ADOPTING 2011-2012 SALARY & FRINGE BY: LINDA L. MAGEE BY BENEFIT ADJUSTMENT FOR NON-UNION DATE: 11-30-10 DA : ESSENTIAL AND CONFIDENTIAL EMPLOYEES NO Attached is a resolution and schedule reflecting proposed salary and fringe benefit adjustments for non-union essential and confidential employees. The proposed changes are as follows: Wages: 2011: 0% adjustment over 2010 2012: 1% adjustment over 2011 Insurance: 2011: $775 per month (2010 = $745 per month) 2012: $805 per month Deferred Compensation: As a form of additional compensation, the City will contribute $1 per full-time employee toward a city-sponsored deferred compensation program for every $1 contributed by such employee toward such city-sponsored deferred compensation program. Such employer contribution will not exceed $575 for calendar years 2011 and 2012. (2010= $575) Severance Pay Upon leaving City employment in good standing, employees shall receive payment based on their most recent salary level for all vacation leave earned but not taken, and for earned and unused sick leave based on the following schedule: During employment years 1-5: 20% During employment years 6-10: 33% During employment years 11-19: 40% During employment years 20+: 50% All of such sick leave severance pay will be placed into the employee's Post Employment Health Care Savings Plan on a mandatory basis, in accordance with IRS regulations. (Currently: All earned and unused vacation leave and 1/3 earned and unused sick leave will be paid out.) Attached is a resolution which would adopt and establish the changes. Also attached is a copy of the wage schedules and benefit changes. RECOMMENDED MOTION: Move to waive the reading of Lhe resolution, there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution 2010-135, adopting changes in non-union group salary ranges, and establishing salaries and changes in fringe benefits for non-unionized essential and confidential City positions for calendar years 2011 and 2012. COUNCIL ACTION: 60 RESOLUTION 2010 -135 ADOPTING CHANGES IN NON -UNION ESSENTIAL AND CONFIDENTIAL SALARY RANGES, ESTABLISHING SALARIES FOR NON - UNIONIZED ESSENTIAL AND CONFIDENTIAL POSITIONS, AND CHANGES IN FRINGE BENEFITS WHEREAS, the City of Columbia Heights adopted a Wage Compensation Program for Non - Unionized City Employees effective January 1, 1980 (Resolution 80 -47), which indicated that on an annual basis changes will be adopted in Group Salary Ranges, and, WHEREAS, the City of Columbia Heights adopted a Comparable Worth Implementation Plan effective January 1, 1988 (Resolution 88 -50), to assure comparable compensation for positions with comparable skills, effort, responsibilities, and working conditions, and proportional compensation for positions where such factors are different; and, WHEREAS, the City of Columbia Heights annually reviews the Employer's share for various insurance programs and other benefits for its non - unionized essential and confidential employees to compare what is provided to other employee groups in the City; NOW, THEREFORE, BE IT RESOLVED, that the City of Columbia Heights establishes salary ranges and fringe benefits for non - unionized essential and confidential City positions, as indicated on Schedule B which is on file in the office of the City Manager and is attached, for calendar years 2011 and 2012; and that movement through the salary range is contingent upon satisfactory performance of the employee; and BE IT FURTHER RESOLVED that changes to the Personnel Policy and Retirement Health Savings (RHS) plan documents shall be made, as applicable, to incorporate changes in sick leave severance payout and participation in a Post Employment Health Care Savings Pian. Passed this 13 day of December, 2010. Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Patricia Muscovitz, CMC City Clerk 61 SCHEDULE B 2011 Monthly Salary Schedule Effective January 1, 2011 Entry 6 Months 1 Year 2 Years 3 Years Payroll Accountant $3,886 $4.019 $4.151 $4.284 $4.416 Administrative Assistant-Human Resources $3 $4.019 $4.151 $4,284 s4.416 City Clerk $4.008 $4.238 $4,378 $4,517 $4.657 Assistant Fire Chief $5,834 $6.032 $6,231 $6.430 $6.629 Police Captain $6.258 $6.471 $6.884 s6.898 $7,111 Assistant to the City Managerf $6,841 $7.074 $7.308 $7,541 $7,774 Human Resources Director 2012 Monthly Salary Schedule Effective January 1.2O12 Entry 6 Months 1 Year 2 Years 3 Years Payroll Accountant $3.925 s4.059 $4.067 $4.326 $4.460 Administrative Assistant-Human Resources $3.925 $4.050 $4.192 s4.326 $4.460 City Clerk *4.140 s4.281 $4,422 84.563 $4,704 Assistant Fire Chief s5.892 $6.092 $6.293 s6.494 $6.695 Police Captain $8.320 $6.536 $6,751 $6.967 $7.182 Assistant to the City Manager! $6.910 $7,145 $7.381 $7.616 *7.852 Human Resources Director 62 SCHEDULE B INSURANCE The EMPLOYER will contribute up to a maximum of seven hundred and seventy -five dollars ($775) per month per full -time employee for calendar year 2011 for employee life insurance, group health insurance, and dental insurance. Should the cost of such benefits be less than $775 per month, the difference may be used toward any other City - provided insurance benefit and /or a City sponsored deferred compensation program. The EMPLOYER will contribute up to a maximum of eight hundred and five dollars ($805) per month per full - time employee for calendar year 2012 for employee life insurance, group health insurance, and dental insurance. Should the cost of such benefits be less than $805 per month, the difference may be used toward any other City - provided insurance benefit and /or a City- sponsored deferred compensation program. DEFERRED COMPENSATION As a form of additional compensation, the City will contribute $1 per full -time employee toward a city- sponsored deferred compensation program for every $1 contributed by such employee toward such city- sponsored deferred compensation program. Such employer contribution will not exceed $575 for calendar years 2011 and 2012. SEVERANCE PAY Upon leaving City employment in good standing, employees shall receive payment based on their most recent salary level for all vacation leave earned but not taken, and for earned and unused sick leave based on the following schedule: During employment years 1 -5: 20% During employment years 6 -10: 33% During employment years 11 -19: 40% During employment years 20 +: 50% All of such sick leave severance pay will be placed into the employee's Post Employment Health Care Savings Plan on a mandatory basis, in accordance with IRS regulations. 63 CITY COUNCIL LETTER Meeting of: December 13, 2010 AGENDA SECTION: CONSENT ORIGINATING CITY NO: DEPARTMENT: MANAGER'S CITY MANAGER'S APPROVAL ITEM: 2011 -2012 PMA MEMORANDUM OF BY LINDA L. BY: UNDERSTANDING MAGEE DATE: NO: DATE: 12 -3 -2010 The current Memorandum of Understanding between the City and the Public Managers' Association, representing Division Heads, terminates on December 31, 2010. Negotiations between the city's negotiating team and PMA have resulted in a mutually acceptable Memorandum of Understanding for calendar years 2011 and 2012. The proposed changes are as follows: Wages: 2011: 0% adjustment over 2010 2012: 1% adjustment over 2011 As a form of additional compensation, the EMPLOYER shall pay on a pro -rated monthly basis up to a maximum of $1,650 per year per employee for 2011 and 2012. In lieu of the cash payment, the employee may choose to apply such amount toward a City - sponsored deferred compensation program on a dollar- for - dollar matching basis. (2010= $1,650) Insurance: 2011: $775 per month (2010 = $745 per month) 2012: $805 per month Post Employment Health Care Savings Plan: Employees are eligible to participate in the Post Employment Health Care Savings Plan, on a mandatory basis, in accordance with IRS regulations. Employee contribution to such plan will be: 2% of salary for all employees hired into a Division Head position on or after 1/1/1991. (currently, employee contribution for all employees hired into a Division Head position on or after 1/1/1991 is 1 % of salary.) Attached is a resolution which would adopt and establish the changes as negotiated for calendar years 201 1 and 2012. Also attached is a copy of the new contract language, incorporating the changes. RECOMMENDED MOTION: Move to waive the reading ofthe resolution, there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution 2010 -136 regarding the Memorandum of Understanding between the City of Columbia Heights and the Public Managers' Association, effective January 1, 2011— December 31, 2012. COUNCIL ACTION: 64 RESOLUTION 2010 -136 BEING A RESOLUTION REGARDING MEMORANDUM OF UNDERSTANDING BETWEEN TAN, CITY OF COLUMBIA WEIGHTS AND THE PUBLIC MANAGERS' ASSOCIATION BE IT HEREBY RESOLVED by the City Council of the City of Columbia Heights that: WHEREAS, negotiations have proceeded between the Public Managers' Association, representing Division Heads of the City, and members of the City negotiating team, and said negotiations have resulted in a mutually acceptable Memorandum of Understanding for calendar years 2011 and 2012; WHEREAS, a copy of said Memorandum of Understanding will be made available for inspection at the Office of the City Manager and is made a part hereof by reference. NOW, THEREFORE, BE IT RESOLVED, that the Memorandum of Understanding as negotiated, be and is hereby established as the salary and fringe benefit program for calendar years 2011 and 2012 for the Public Managers' Association bargaining unit employees of the City. BE IT FURTHER RESOLVED that the Mayor and City Manager are hereby authorized to execute this agreement. Passed this 13th day of December, 2010. Offered by: Seconded by: R ° ll. Gary L. Peterson, Mayor Patricia Muscovitz, CVM City Clerk 65 November 23, 2010 CITY OF COLUMBIA HEIGHTS PROPOSAL TO THE PUBLIC MANAGERS' ASSOCIATION 1 INSURANCE The EMPLOYER will contribute a maximum of seven hundred seventy -five dollars ($775) per month per employee for calendar year 2011 for employee life insurance, group health insurance, long term disability insurance, and dental insurance. Should the cost of such benefits be less than $775 per month, the difference may be used toward any other City- provided insurance benefit and /or City- sponsored deferred compensation program. The EMPLOYER contribution per month per employee for calendar year 2012 for employee life insurance, group health insurance, long term disability insurance, and dental insurance will be eight hundred and five ($805) dollars. Should the cost of such benefits be less than $805 per month for 2012, the difference may be used toward any other City - provided insurance benefit and /or City - sponsored deferred compensation program. 2. WAGES See Appendix A. As a form of additional compensation, the EMPLOYER shall pay on a pro -rated monthly basis up to a maximum of $1,650 per year per employee for 2011 and 2012. In lieu of the cash payment, the employee may choose to apply such amount toward a City- sponsored deferred compensation program on a dollar- for- dollar matching basis. 3. POST EMPLOYMENT HEALTH CARE SAVINGS PLAN Employees are eligible to participate in the Post Employment Health Care Savings Plan on a mandatory basis, in accordance with IRS regulations. Employee contribution to such plan will be: 1. 100% of accrued, unused vacation pay at termination. 2. 100% of sick leave severance pay at termination. 1 Go/ f 1 all 1 hired Division a .1 ti 1� f 1'1 /'21 /toon �. ✓ iu of salary for ail employees iiireu into a «eau position on or before i i.i ✓ t, i iiv. 4. 2% of salary for all employees hired into a Division Head position on or after 1/1/1991. 4. DURATION This Memorandum of Understanding shall be effective as of January 1, 2011, unless otherwise noted, and shall remain in force and effect until December 31, 2012. This agreement shall continue in effect until a new agreement or contract supersedes it. 66 APPENDIX A Effective January 1, 2011: STEP I STEP II STEP III STEP IV STEP V STEP VI STEP VII ENTRY 1 YEAR 3 YEAR 5 YEAR 8 YEAR 9 YEAR 10 YEAR 83% 85% 87% 91% 94% 97% 100% LIBRARY DIRECTOR $6,641 $6,801 $6,961 $7,281 $7,521 $7,761 $8,001 COMMUNITY DEV. DIRECTOR $6,999 $7,168 $7,337 $7,674 $7,927 $8,180 $8,433 FIRE CHIEF $6,999 $7,168 $7,337 $7,674 $7,927 $8,180 $8,433 POLICE CHIEF $7,414 $7,593 $7,772 $8,129 $8,397 $8,665 $8,933 FINANCE DIRECTOR $7,614 $7,798 $7,981 $8,348 $8,624 $8,899 $9,174 PUBLIC WORKS DIRECTOR $7,902 $8,092 $8,282 $8,663 $8,949 $9,234 $9,520 Movement through the schedule is contingent upon satisfactory performance as adjudged by the EMPLOYER. Effective January 1. 2012: STEP I STEP II STEP III STEP IV STEP V STEP VI STEP VII ENTRY 1 YEAR 3 YEAR 5 YEAR 8 YEAR 9 YEAR 10 YEAR 83% 85% 87% 91% 94% 97% 100% LIBRARY DIRECTOR $6,707 $6,869 $7,030 $7,354 $7,596 $7,839 $8,081 COMMUNITY DEV. DIRECTOR $7,069 $7,239 $7,410 $7,750 $8,006 $8,261 $8,517 FIRE CHIEF $7,069 $7,239 $7,410 $7,750 $8,006 $8,261 $8,517 POLICE CHIEF $7,488 $7,669 $7,849 $8,210 $8,481 $8,751 $9,022 FINANCE DIRECTOR $7,691 $7,876 $8,061 $8,432 $8,710 $8,988 $9,266 PUBLIC WORKS DIRECTOR $7,980 $8,173 $8,365 $8,750 $9,038 $9,327 $9,615 Movement through the schedule is contingent upon satisfactory performance as adjudged by the EMPLOYER. 67 CITY COUNCIL LETTER Meeting of: December 13, 2010 AGENDA SECTION: Consent ORIGINATING DEPARTMENT: CITY MANAGER'S NO: CITY MANAGER'S APPROVAL ITEM: Resolution 2010 -137, Being a BY: Linda L. Magee BY f Resolution Regarding the City Manager's Compensation and DATE: December 8, 2010 DATE: Benefits NO: As in previous years, the City Manager has received an adjustment in compensation and benefits consistent with that given the Public Managers' Association (PMA's). In order to continue this policy for the City Manager, the following adjustments would be granted:: Effective January 1, 2011: 0% pay adjustment ($123,841) Effective January 1, 2012: 1 % pay adjustment ($125,079) Effective January 1, 2011: $775 per month Employer contribution to insurances Effective January 1, 2012: $805 per month Employer contribution to insurances Effective January 1, 2011: City Manager is eligible to participate in the Post Employment Health Care Savings Plan, in accordance with IRS regulations. Effective January 1, 2011: Upon leaving employment in good standing, after proper notice, earned and unused sick leave will be paid out as follows: During employment years 1 -5: 20% During employment years 6 -10: 33% During employment years 11 -19: 40% During employment years 20 +: 50% All of such sick leave severance pay and accrued, unused vacation leave will be placed into the City Manager's Post Employment Health Care Savings Plan on a mandatory basis, in accordance with IRS Regulations. The attached resolution makes these changes to the City Manager's compensation and benefits. RECOMMENDED MOTION: Move to waive the reading of Resolution No. 2010 -137, there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution 2010 -137, being a resolution regarding the City Manager's compensation and benefits. COUNCIL ACTION: 68 RESOLUTION NO. 2010-137 RESOLUTION REGARDING THE CITY MANAGER'S COMPENSATION AND BENEFITS WHEREAS, in previous years, the City Manager has received an adjustment in compensation and benefits consistent with that given to the management employees. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Columbia Heights does hereby make the following modification to the City Manager's compensation and benefits, consistent with pay adjustments and benefits granted other management employees: Effective January 1, 2011: 0% pay adjustment ($123,841) Effective January I, 2012: 1 % pay adjustment ($125,079) Effective January 1, 2011: $775 per month Employer contribution to insurances Effective January I, 2012: $805 per month Employer contribution to insurances Effective January 1, 2011: City Manager is eligible to participate in the Post Employment Health Care Savings Plan, in accordance with IRS regulations. Effective January 1, 2011: Upon leaving employment in good standing, after proper notice, earned and unused sick leave will be paid out as follows: During employment years 1 -5: 20% During employment years 6 -10: 33% During employment years 11 -19: 40% During employment years 20 +: 50% All of such sick leave severance pay and accrued, unused vacation leave will be placed into the City Manager's Post Employment Health Care Savings Plan on a mandatory basis, in accordance with IRS Regulations. BE IT FURTHER RESOLVED THAT CHANGES TO THE Retirement Health Savings (RHS) plan documents shall be made to incorporate participation in a Post Employment Health Care Savings Plan. Passed this 13 day of December, 2010. Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Patricia Muscovitz, CMC City Clerk 69 CITY COUNCIL LETTER Meeting of December 13, 2010 AGENDA SECTION: Consent ORIGINATING DEPARTMENT CITY MANAGER NO POLICE 1 APPROVAJ " �.,. ITEM: Authorize Mayor and City Manager to Enter BY Scott Nadeau /I/ BY: : --' Into Agreement for Towing Contractor DATE November 22, 2010 DATE: g g NO. BACKGROUND On June 28, 2010, the City Council authorized an agreement with Schmidt Towing, Inc. for towing, impounding and storage of motor vehicles as specified in the City's request. The term of the contract is August 1, 2010 through July 31, 2012 unless terminated sooner pursuant to the termination provision. Since the start of the contract period, there have been two incidents in which the service provided by Schmit Towing has been deemed to be unacceptable, causing the Police Department to invoke the termination provision of the contract. The Police Department is seeking to enter into an agreement with the second - lowest bidder of that bidding process, which is Jeff's Bobby and Steve's AutoWorld. ANALYSIS /CONCLUSION On August 5, 2010, there was an incident in which a vehicle was towed from the 4300 block of Stinson Boulevard and was later found at 44 Avenue and Tyler Place. In that incident, the Schmit Towing driver dropped the impounded vehicle in an unsecured parking lot so he could tow another vehicle for a different agency. This kind of vehicle abandonment is not acceptable, due to the liability that would be incurred were something to happen to the vehicle once it was in the custody of the towing company and because of evidentiary and chain of custody issues.. On August 6, 2010, Captain Austin met with Steve Schmit of Schmit Towing and informed him this was not acceptable and the contract would be terminated were this to occur again. Schmit Towing admitted that they were aware that this was unacceptable and that this type of activity would not occur again. They followed up with a letter (attachment A) to that effect. On October 31 /010, the police department become aware of another incident in which Schmit Towing was abandoning a vehicle which had been towed from the 4600 block of Tyler Street and dropped on the parking lot of 4350 Central Avenue. When questioned by the officer, the Schmit Towing driver said he had been driving for Schmit for eight years and had no idea he was not allowed to drop vehicles that were being towed. On November 1, the police department received a letter from Schmit Towing (attachment B) apologizing for this error and again stating it is not their policy to handle impounded vehicles in this manner. On November 10, 2010, after consulting with City Attorney Jim Hoeft, Captain Austin advised Schmit Towing in writing that the Police Department would be exercising its right to terminate the agreement with 90 days notice, with a termination date of March 1, 2011. (attachment C) In reviewing the bids which were received June 1, 2010, we find that Jeff's Bobby and Steve's Auto World was the next low bid after Schmit Towing. (attachment D) In that the Police Department feels that re- bidding is labor intensive and unnecessary, a letter was sent to Jeff Babe at Jeff's Bobby and Steve's AutoWorld (attachment E) to determine if they were still interested in providing towing services to the Columbia Heights Police Department at the rates reflected in their bid sheet from earlier this year, and Mr. Bahe responded in the affirmative. (attachment F) 70 Council Letter re Towing Contractor Page 2 Since Jeffs Bobby and. Steve's has provided reliable, prompt service as the department's prior towing contractor, it is the recommendation of the Police Department that the City enter into an agreement with Jeff's Bobby and Steve's AutoWorld for towing, impounding and storage of motor vehicles for the balance of the term previously covered by Schmit Towing, which is through July 31, 2012. RECOMMENDED MOTION: Move to authorization the Mayor and City Manager to enter into an agreement with Jeffs Bobby and Steve's AutoWorld for towing, impounding and storage of motor vehicles as specified in the City's Request and set forth in AutoWorld's response to the City's Request. The term of this contract is to be March 2, 2011 through July 31, 2012, unless terminated sooner pursuant to the termination provision. COUNCIL ACTION: 71 SCHMIT TOWING INC. 92 - 43 Avenue NE Minneapolis, MN 55421 (763)253 -1568 a (763)253 -1569 FAX 1- 800 - 334 -4332 Columbia Heights Police Department Chief of Police Scott Nadeau 825 41 Avenue NE Columbia Heights, MN 55421 Dear Chief Nadeau, Regarding the problem last night with our driver not bringing a vehicle directly back to our lot. Our driver was trying to handle two calls at once and give short arrival times to the officers. It was a poor judgment call on his part to drop this vehicle on the street. He thought it would be only for ten minutes while he did the second tow, which we were told was on 47 and Central. It turns out the vehicle was on 68 and Central. He should have called for another truck and driver. Regardless, he should not have dropped it anywhere other than our secure lot. This is not our standard operating procedure, and we do not do this with law enforcement tows. I understand liability, chain of custody, preserving evidence, etc, and I know how this could have turned into a more serious issue for all of us. Captain Austin has requested that we release this vehicle at no charge to the owner if they choose to claim it. We will certainly honor this request. This will not happen again, and we are reiterating this policy to all of our drivers and dispatchers. I apologize and am embarrassed by this major problem occurring within the first week of our contract, Sincerely, J Stephen Schmit - 111k I SjflJf . s1 '�. _....� :..:. riff . ^ -+ Cc: Captain Lenny Austin *' y C p y � % 72 SCHMIT T IN INC. 92 - 43 Avenue NE Fridley, Mn 55421 (763)253 -1568 (763)253 -1569 FAX 1- 800 - 334 -4332 Columbia Heights Police Department Chief of Police Scott Nadeau 825 41 Avenue NE Columbia Heights, Mn 55421 November 1, 2010 Dear Chief Nadeau, Regarding the incident that occurred on Sunday, October 31 First, I would like to apologize for this second incident. I had assured you it would not happen again and now it did. After the first incident, we did inform ALL of our employees that this is unacceptable and not allowed. The driver that was involved on Sunday has worked for us off and on for about 8 years and knew this. We always have a minimum of 2 drivers on for law enforcement towing. On this day, the 2 driver had stupidly locked his keys in his truck so he was delayed. The 1 st driver stated that he was trying to provide fast service to the officers and did so with very short arrival times. He said that this is why he dropped the cars in the parking lot instead of our lot. NO EXCUSE! He should have called me and I would have advised him on what to do and how to handle the situation. Both drivers involved in these incidents have been given written warnings and disciplined accordingly. We have also issued a memo to all employees that they must sign, warning against this practice and that they will be immediately terminated if it EVER happens again. We will provide you with a copy of this after all the employees have signed it. W do take o'ur Police contracts very seriously. Earlier thi ye ar we h an i with a Fridley tow and we terminated the dispatcher involved. Again, I am very sorry and again, I am embarrassed. Please understand this is NOT our policy or practice, nor did I know anything about these incidents until AFTER they happened. Thank you. Sincerely, Steve Schmit/President /Schmit Towing, Inc. o Q `= =� Cc: Captain Austin 73 Wit CO LUMBIA HEIGHTS Po Ll CE DEPARTMENT AV49110700.14.112Mt SCOTT NADEAU CHIEF OF POLICE PCIV November 10, 2010 Steve Schinit Schmit Towing 92-43'' Avenue NE Minneapolis, MN 55421 (763) 253-1568 Re: Towing agreement with the Columbia Heights Police Department Dear Mr. Schmit: As you are aware, the Columbia Heights Police Department has a signed agreement with Schmit Towing that has been in effect since August 1, 2010, and is set to expire August 1, 2012. As you may recall, 1 met with you on August 6, 2010 about a vehicle that was towed on August 5, 2010. In that incident, the vehicle was towed from 4301 Stinson Boulevard, and was later found at 44 Avenue and Tyler Place. In that incident, the driver had dropped the impounded vehicle so he could tow another vehicle for a different agency. In that meeting, 1 had told you that this was unacceptable, and advised you that Wan incident like this occurred again, that the Columbia Heights Police Department would have no choice but to terminate the towing agreement. You assured me that this would never happen again. You sent a letter to Chief Nadeau regarding this incident. In that letter, you stated that this would not happen again, and that you would be reviewing your policy with all of your drivers and dispatchers. On October 31, 2010 at 8:13 pin, Schmit Towing towed a vehicle for the police department from the 4600 block of Tyler Street. Shortly after the vehicle was towed, the Columbia Heights Police Department found the vehicle abandoned in the parking lot of 4350 Central Avenue. A driver eventually returned to 4350 Central Avenue and towed the vehicle to the Schmit Towing impound yard. When questioned about it, the driver stated that he has worked fbr Schmit Towing for eight years, and had no idea that he was not allowed to stage vehicles in empty lots. Because of these incidents, per the towing agreement, the Columbia Heights Police Department will be exercising its right to terminate the agreement with 90 days notice, and will be terminating the towing agreement effective March 1, 2011. 825 41$T AVENUE NE COLUMBIA HEIGHTS, MN 55421 • 763-706-8100 FAX 763-706-8126 WWW.CHPOLICE,COM 74 Schmit Towing November 10, 2010 Page 2 It is our expectation that any vehicles that have been or will be seized for forfeiture will be charged the specified storage rate in the towing agreement. If you decide to dispute this after the agreement ends, please notify the police department, and arrangements will be made to have the vehicles towed from the Schmit Towing impound lot. If there are any future incidents prior to the end of the contract on March 1, 2011, the Columbia Heights Police Department will discontinue your tow services immediately. Sincerel nny Astn1 - Captairr cc: Gary Peterson, Mayor Walt Fehst, City Manager Scott Nadeau, Chief of Police James J. Hoeft, City Attorney 75 1 cr --I a) N " -i o NO • 4 .< Ei CD CO 0 ..< '.. 0 (1) w co 0 o = 0 Er o c co of. 9 fp , 3 ...< tu kf) .60 ...a. 03 EA (1) Q CO -a 001 CD ■-•;.• PI 0 0' o 0 0 0 ■ 73 , O b = ca 0 .) 0 CS 3 0 or : a) o. I EA Efi, •EA • el I' . , C : 01 01 0.) 0 •-s .....: , * o o o o * Ca9 Eft EA al al al al o o to a a o o r En Eft 4:0) A CL cI -9". i f E -4, > -7■ _, 0 0.. IV 13 CI ••••.1 Z B al ai al ai o b c) b 0 0 0 0 'EA 413 -a EA It 0) 01 01 CD • * 01 0 0 C) 5 * n - ...".• . 3... a) a) * r FA GO t.i, . . )(:: ) (21 .0 8 7 P PI o o o 9 r z ca: o o o ) .< 0) cm 4). os Iv . .1: CO t%.5 -.. (..5 i‘..) " 4. 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(I% r. ■s 0) fa) (1 ( n, * w 0 = 0 m a a) cp o a) - 0 5' ( n n' r...t co 5' a (C1 CD 0 cr t--t a) -1 a = 7 Fe " r 0 0 = •••••• < ,Z (D CD 0 ° 8 f i t r. 3 0 13) °I 0 < P eL 0. 77 f' •' f� November 17, 2010 Mr. Jeff Bahe Jeff's Bobby and Steve's Auto World 3701 Central Avenue NE Columbia Heights, MN 55421 Dear Mr. Bahe: Re: Towing Agreement with the Columbia Heights Police Department Effective March 1, 2011, the Columbia Heights Police Department will be terminating its current towing agreement with Schmit Towing. As a result of this, the Columbia Heights Police Department is interested in entering into a towing agreement with Jeff's Bobby & Steve's Auto World effective March 1, 2011 pending City Council approval. Attached is a copy of the bid proposal you submitted in May of 2010. If you are interested in entering into a towing agreement based on the proposal you submitted, please respond to the police department in writing no later than November 22, 2010. If the police department has not received your letter of interest by that date, I will presume that you are no longer interested in entering into a tow agreement with the Columbia Heights Police Department. If you have any questions, please feel free to contact me at (763) 706 -8113. Sincerely, Lenny Austin Captain cc: Scott Nadeau, Chief of Police 78 Bobby 82, St _ Auto World cawnbiz. 3701 Central Avenue NE Col tibia Hts, MN 55421 7634884113 November 17, 2010 Captain Lenny Austin Re: Towing Contract for the city of Columbia Heights It would be our pleasure to work with the Columbia Heights Police Department again on the above towing contract. We believe we can build a strong partnership together and will serve with integrity and honesty. Thank you for the opportunity. Sincerely, , Jeff Bahe Owner Jeff's Bobby Et Steve's Autoworld 79 '04 „ COLUMBIA HEIGHTS POLICE liEPARTMENT FL s•-. ... A 5415 SCOTT NADEAU • CHIEF OF POLICE 2010 C11PD Tow Bid Worksheet Name of Tow Company S 6S 0 ( 3 `--/ 4- s Cost your company will charge for a standard tow: E - (not to exceed $125.00) Daily impound/storage fee: 2-S Not to Exceed $25.00 per day, or $500.00 total impound/storage fees to owner) Investigative hold/seized impound fee for Columbia Heights Police: ZS — (Not to exceed $175.00) EL) Administrative forfeiture fee for Columbia Heights Police impound fees: -----e\Tot to exceed $175.00) Fee for winching S- -. 1"..` 12 .- - Fee for Roadway clean-up in excess of customary sweeping (- /C Please list additional services and information that you feel would assist the Columbia Heights Police Department with their towing and impound needs: 6 1. 2. LA-, C ff/2-- 3. LA-7c- 4 -e g rrt)(-4 Cc; 4. (z)' 7 -1- 544 4- S cg° t.1•_,' 1.'") 4.-) Please Return Comodeted Fornt to CHID bv June 1. 2010 if vou wish to be considered. Submit completed form to: Lenny Austin Captain Columbia Heights Police Department 825 41 A NE Columbia Heights, MN 55421 • 825 41 AVENUE NE • COLUMBIA HEIGHTS, MN 55421 ° 763-706-8100 ° FAX 763-706-8126 www.CHPOLICE.COM 80 CITY COUNCIL LETTER Meeting ofDecember O,20)0 � | AGENDA SECTION: Consent ORIGINATING DEPARTMENT CITY MANAGER NO. POLICE APPROVA ITEM: Approve Translr ot Fuiids from General Fund BY: Scott Nadeau BY: to Police Dept Budet re JAG 1 Grant Overtime DATE November 2V,Z0|0 DATE: Reimbursement, and Unique ThriMand CHHS � |' ' ' v Overtime NO: BACKGROUND The Police Department received another reimhursernent from the Edward Byrne Memorial Justice Assistance Grant (commonly referred to as JAG 1) for overtime expended toward proactive, targeted initiatives, The JAG 1 gram is a countywide award, for which Anoka County is actino, as fiscal agent. This reimbursement was in the amount o[5j,822.l5 which covers the third quarter o[2U\U. Details COVCrCd under the reimburseinent include overtime vorked durin the Summer Initiative. one All-Hands Day detail and several POP (Problem Oriented Policing) details which focused on various identified nu$pots. In the month of October, the Columbia Heig,hts Police Department worked several overtime security details at Unique Thrift and the Columbia Heights High School. We were reimbursed 52,220.00 by Unique Thrift and 1,225.63 hy Independem Schooi District 413 for those details, ANALYSIS/CONCLUSION The 59,267.78 from these three sources was deposited into the General Fund The Police Department is reques1in that the funds received from Anoka County ($5.822-15), Unique Thrift ($Z,22O.00)and independent School District |3(5{,2Z5.03)be moved back into the 20|0 Police Department Budget, Overtime line item. RECOMMENDED MOTION: Movc to transfer 55.822.15, the UMOUlli 01 money received from Anoka County as reimbursement for overtime under the JAG | grant for the third quarter o|20lU: and 52`220.00, the amoum of money received from Unique Thrift for overtime details during October: and 51,225.63, the amount of money received from Independent School District 13 for overtime details worked at CI II IS during October be moved l'rom the General Fund to the Police Department 2010 Budget. Overtime line item COUNCIL ACTION: 81 COL NTY OF AN OKA 2100 TIEIRD Al ENTZE IT ' CliECK I. 114074 DATE Nov 24, 2010 A.:NON...A, MINNESOTA. 5303 r A MOUNT AN OKLAA. COUNTY $ 5,8:22.15 PAY Five Thousand Eight 1-lundred Twenty-Two Doilars And Fifteen Ca-fits' ' ''* '*'***** ' * *' ** 4 4 + * * 4 * TO HE ORDER CF CITY OF COLUMBIA HEIGHTS POLICE DEPARTMENT 825-41ST AVE NE _,,....f2-,,t,w4od kV' V .4? COLUIVIBIA HGHTS,IVIN 55421 United States WELLS FARGO SANK M1NNESOTA A ANOKA, MINNESOTA 112 1140574ns :o L0000 00100091000 ANOKA COUNTY REMITTANCE ADVICE DATE Nov 24, 2010 CHECK NO, 1140574 INVOICE DATE (ASCRIPTION DISCOUNT NET PAYABLE , 2C10-4, Sep 30, 20 7 1 10-9 50 10 GRANT REIMBURSEMENT JAG I BJA, CO 5,82215 RECOV .00 5 822 15 .,.. U '----,, ,---, 82 DA - E I79CI:t NI" ILT'MITNT .A%JrUNT DISCCUT. NET .,=._MCLNT - "/C/2C., ' ,Dct 2,220.r.Y..: .00 2,220.DC 1', I 1 72 - j , - ,) ,- ,' , - I ,-„2-c/ r 7 I t, ,/' j CHCK: C2232 1 1/151'D C o l'olumb - 1-=...ech*s rHK T'''' 2, R SECURITY 028232 APOGEE Retail, LLC 3080 Centerville Road Paikance Bank Little Canada, MN 55117 St. Paul, Minnesota 651) 773 8077 75-12'-919 :-, *TWO THOUSAND TWO HUNDREE TW7NTv DOLLARS AND NO CENTS 1 DATE AMOUNT 11/15/10 . -,-, ****7 PAY City of Columtla Hc.T eihts TOTHE Police De ORDER 559 Mill -1 OF: ,-' 1 Columbia Heic;hts MN EE4.21 . 00 28 2 3 211' 1:09 190 ii 2 i, S1:000 SS L 83 DATE I 11‘1 E NUMEE5 . DESORPTION iCLiT . . TOTAL FAID TO: 0 ,7 77 or , 4p - '17,;4 . -rvz L 2E DEPARTMENT _a:IL:NI= NE LUME Ho 117:- , 21 ireitaini4MW.W.E0~WOW.q...4.1EMOAK l'iTZE;i:..ti57..t,!:.' 17-13 1; SCHOOL DISTRICT NO. 13 NORTHEAST STATE BANK 310 1440 - 49T" AVENUE NE C4:LA-1E1A HEGHTS. MN 1421 rH ECK ' CHECK NO. COLUMBIA HEIGHTS, MINNESOTA 55421 159442 CHECK IS VOID AFTER 90 DAYS PAY: Dollars Cerrzs CHECK AMOUNT TO THE ORDER OF: =Ty co r.t 4r2I222 Sl, 22'1.'53 ATTN: CIE DEPARTMENT 2 .9: 42 LUNIELI. 42:2 5S4 .1 IP' ST R 2 /000 1 3 21: S 3 M.' DO 84 CITY COUNCIL LETTER Meeting of: December 13, 2010 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: RESOLUTION 2010 -142 APPROVING BY K. Hansen BY: <. % t PLANS AND SPECIFICATIONS AND ORDERING DATE: 12/7/10 DATE. ADVERTISEMENT FOR BIDS FOR THE 2011 STREET REHABILITATION PROJECT Background: A Public Improvement Hearing for the 2011 Zone 6 Street Rehabilitation Project was held on December 6, 2010. The City Council ordered improvements for Full Street Reconstruction on 6th Street from 40 Avenue to 44 Avenue and Mill and Overlay on 4th Street from 42n Avenue to 44` Analysis /Conclusions: The proposed water main replacement, sanitary and storm sewer construction remain essentially unchanged from the work presented at the Public Improvement Hearing. Water main will be replaced on 6 Street from 40` to 42 ❑ Avenues. Overall, the condition of the sanitary sewer piping is acceptable with corrective repairs needed on sections of the pipe and manholes. Work on catch basins and pipe within the construction area will be conducted where recommended based upon field inspections. The proposed funding for this work is as follows: Water Construction Fund $110,000. Sanitary Sewer Construction Fund $ 68,000. Storm Sewer Construction Fund $ 72,000. Final plans and specifications for the Street Rehabilitation Improvements, including utilities, are substantially complete. The bid opening is scheduled for February 22, 2011 with City Council award on February 28, 2011. Recommended Motion: Move to waive the reading of Resolution 2010 -142, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution 2010 -142 approving Plans and Specifications and ordering Advertisement for Bids for 2011 Street Rehabilitation Project, Zone 6, City Project Number 1102. Attachment: Resolution 2010 -142 COUNCIL ACTION: 85 RESOLUTION 2010 -142 BEING A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR 2011 STREET REHABILITATION, CITY PROJECT 1102 WHEREAS, pursuant to a resolution passed by the Council on December 6, 2010, the City Eng,ineer has prepared plans and specifications for Full Street Reconstruction on 6 Street from 40 Avenue to 44 Avenue and Mill and Overlay on 4th Street from 42 Avenue to 44 Avenue; NOW THEREFORE, BE IT RESOLVED BY THH: COUNCIL OF THE CITY OF COLUMBIA HEIGHTS, MINNESOTA 1. Such plans and specifications identified as 2011 Street Rehabilitation, Zone 6, City Project Number 1102 are hereby approved. 2. The City Clerk shall prepare and cause to be inserted in the official paper and in a trade journal an advertisement for bids upon making of such improvement under such approved plans and specifications. The advertisement shall be published a minimum of three weeks prior to the bid opening, shall specify the work to be done, shall state that bids will be received by representatives of the City Council of Columbia Heights until 10:00 a.m. on Tuesday, February 22, 2011 at which time they will be publicly opened at the place designated, will then be tabulated and will be considered by the Council on Monday, February 28, 2011 in the Council Chamber. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the council on the issue of responsibility. No bids will be considered unless sealed and filed with the clerk and accompanied by a cash deposit, bid bond, or certified check payable to the City of Columbia Heights for 5 percent of the amount of such bid. Passed this 13 day of December, 2010. CITY OF COLUMBIA HEIGHTS Offered by: Seconded by: Roll Call: Mayor Gary L. Peterson Patricia Muscovitz, CMC City Clerk 86 CITY COUNCIL LETTER Meeting of: December 13, 2010 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER PUBLIC WORKS ITEM: RESOLUTION 2010 -143 DECLARING THE BY: Kevin Hansen BY: INTENT TO BOND FOR ZONE 6 STREET DATE: December 7, 2010 DATE: REHABILITATION PROJECT, CITY PROJECT 1102 Background: At the improvement hearing on December 6, 2010, the Council ordered the improvement of Zone 6 Street Rehabilitation project. Plans and specifications have been completed by staff and are being submitted to Mn/DOT for review and approval prior to bidding. To provide adequate project funding, it is possible that bonding will be utilized to cover the project over a 2 to 3 -year cycle. Bonds for street rehabilitation projects were most recently issued in 1999, 2003, 2006 and 2009. Analysis /Conclusions: Currently cash available to fund the construction from city inter -fund loans is limited. For this reason, there is the potential for bonding for the 2011 Street Rehabilitation Improvements Program. Combining this with the fact that bonding rates are at their lowest point in years makes bonding a very viable financing option. To keep the potential bonding alternative open, a resolution declaring the intent to bond should be approved by the Council. This was done for the Zone Street Rehabilitation construction projects since 1998. It should be noted that the resolution does not commit the City to bonding or the dollar amount stated, but keeps the option for bonding open in the future, up to the dollar amount specified. Recommended Motion: Move to waive the reading of Resolution 2010 -143, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution 2010-143, being a resolution approving the declaration for the official intent of the City of Columbia Heights to bond for Zone 6 Street Rehabilitation Project, City Project 1102. Attachments: Resolution 2010 -143 COUNCIL ACTION: 87 RESOLUTION 2010 -143 DECLARING THE OFFICIAL INTENT OF THE CITY OF COLUMBIA HEIGHTS TO REIMBURSE CERTAIN EXPENDITURES FROM THE PROCEEDS OF BONDS TO BE ISSUED BY THE CITY WHEREAS, Internal Revenue Service has issued Tres. Reg. 1.140 -2 providing that proceeds of tax exempt bond used to reimburse prior expenditures will be not be deemed spent unless certain requirements are met; and, WHEREAS, the City of Columbia Heights (the "City ") expects to incur certain expenditures which may be financed temporarily from sources other than bonds, and reimbursed from the proceeds of a bond; NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLUMBIA HEIGHTS AS FOLLOWS: 1. The City reasonably intends to make expenditures for Project #1102 consisting of Zone 6 Street Rehabilitation and reasonably intends to reimburse itself for such expenditures from the proceeds of debt to be issued by the City in one or more series in the maximum principal amount of $600,000. 2. This resolution is intended to constitute a declaration of official intent for purposes of Tres. Reg. 1.150 -2 and any successor law, regulating or ruling. Passed this 13 day of December, 2010 Offered by: Seconded by: Roll Call: CITY OF COLUMBIA HEIGHTS By Mayor Gary L. Peterson Patricia Muscovitz, CMC City Clerk 88 CITY COUNCIL LETTER Meeting of: December 13, 2010 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: RESOLUTION 2010 -144 REQUESTING BY K. Hansen MSAS CONSTRUCTION FUNDS FOR OTHER DATE: 12/7/10 DATE : ' LOCAL TRANSPORTATION USES Background: In 1999, the Commissioner of Transportation declared the City's MSA System complete. This allows the City to utilize the population apportionment of the annual construction allotment for local street construction. These funds are intended to supplement the infrastructure fund for the annual Street Rehabilitation Program. Analysis /Conclusions: MnDOT requires a resolution requesting funds for other local uses to be approved annually after the State - Aid system is declared complete. The attached resolution is in a form recommended by MnDOT to obtain MSAS funds that will supplement the City's infrastructure fund for street rehabilitation projects. The City typically requests $270,000 (or the maximum amount available). Currently, this amount is sufficient to supplement the infrastructure fund and still provide resources for other construction projects. Recommended Motion: Move to waive the reading of Resolution No. 2010 -144, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution No. 2010 -144, being a resolution requesting Municipal State Aid System construction funds for other local transportation uses. Attachment: Resolution 2010 -144 COUNCIL ACTION: 89 RESOLUTION 2010 -144 BEING A RESOLUTION REQUESTING MUNICIPAL STATE AID SYSTEM CONSTRUCTION FUNDS FOR OTHER LOCAL TRANSPORTATION USES WHEREAS, the City of Columbia Heights receives Municipal State Aid System (MSAS) funds for construction and maintaining 20% of its City streets, and WHEREAS, 11.62 MSAS miles are currently authorized, and WHEREAS, 11.62 MSAS miles of streets have been built or resurfaced since 1964, and WHEREAS, the City currently has 48.58 miles of municipal streets that require maintenance and upgrade, and WHEREAS, the majority of these streets have insufficient strength and poor surface drainage, and WHEREAS, it is proposed to systematically install or repair concrete curb and gutters for improved surface water drainage and add additional strength to the streets for traffic survivability, and WHEREAS, the City State Aid routes are improved to State Aid standards and are in an adequate condition that they do not have needs other than additional resurfacing, and WHEREAS, it is authorized by MN Rules 8820.1800 to use part of the MSAS construction appropriation of our City's State Aid allocation on local streets not on the approved State Aid system, and WHEREAS, the City proposes to rehabilitate the City-owned underground utilities as needed and rebuild the street in the process, and WHEREAS, it is proposed to use a portion of the City's population allocation funds to upgrade the local street, to wit: WHEREAS the City indemnifies save and holds harmless the State of Minnesota and its agents and employees from claims, demands, actions, or causes of action arising out of or by reason or matter related to constructing the local street as designed, and WHEREAS, the City further agrees to defend at its sole cost any claims arising as a result of constructing the local street, and WHEREAS, the final approval of the State Aid for Local Transportation Division is therefore given, NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA Th cit of rnlnnihia Weights A nnlra Cnnnh, \Ainnacnta ranuactc the relcaca of MQ A Q rnnctn,rtinn fnncle fnr the ilpgrarle and rehabilitation of City municipal streets, to wit: 6th Street, 40 Avenue to 44 Avenue 4' Street, 42 Avenue to 44 Avenue Passed this 13` day of December, 2010 Offered by: CITY OF COLUMBIA HEIGHTS Seconded by: Roll Call: BY Mayor Gary L. Peterson Patricia Muscovitz, CMC City Clerk 90 CITY COUNCIL LETTER Meeting of: 12/13/10 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS / ,� 7 ,14/ ' ITEM: MUNICIPAL SERVICE CENTER BUILDING: BY: K. Hansen BY: G. LOWER LEVEL RADIANT HEATING DATE: 12/07/10 DATE: Background: In September of 2005, the City Council awarded the bid for the renovation of the Municipal Service Center to address other ADA, operational, and /or equipment needs or deficiencies. Due to the construction cost estimate (prior to bidding), the work scope was separated into a base bid and ten alternates that could be evaluated on the bid costs. The bid was awarded as a base bid addressing the major maintenance needs and deficiencies of the MSC Building, along with 3 alternates. The work was completed in 2006. Analysis /Conclusions Radiant heat is recommended as the primary means of heating the MSC Building due to energy efficiency, reliability and the process of how it heats vs. forced air unit heaters. Radiant heat operates on mass heating objects vs. forced air heating the air in a space. The MSC building is ideally suited for this type of heating process with concrete floors and walls, which will provide a large heat mass. This type of heat process also provides a more even heat distribution in a large space and is less prone to temperature variations (hot and cold spots). In the original MSC Renovation bid awarded in 2005, several alternates were not selected in the major improvement project (including radiant heat) to reduce the scope of work, but would be considered through future Public Works budgeting procedures. In 2007, Public Works replaced the main level gas fired unit heaters with radiant heaters as the primary building heat means on this level. Energy Efficiency: An energy efficiency calculation was conducted which compared the existing lower level unit heaters current operation and new radiant heaters. Assuming an average year heating, the annual cost to operate the five existing basement unit heaters would be $13,925 and the radiant heaters would be $9,775; an estimated savings of $4,150. This equates to a payback of approximately 8.0 years. Rebates: CenterPointe Energy has rebates available in 2010 based upon the energy efficiency, size (btu's) and cost of the radiant heaters. Under this program, the radiant heaters would qualify for a rebate of $2,100 from CenterPointe Energy. Based upon the low bid received, the cost of the radiant heat is further reduced to $31,185 including the rebates. This equates to a payback of approximately 7.5 years, with the rebates. Plans and specs were provided to 6 contractors for the MSC lower level radiant heat, with five contractors providing bids as follows: Master Mechanical: $33,285 Infrared Heating: $33,700 Bostrom Sheet Metal: $37,950 NSI Horwitz: $38,000 NAC Mechanical: $45,825 Public Works has $38,000 established in the 2010 adopted budget under General Government Buildings - Central Garage, Fund 411-49950. Recommended Motion: Move to accept the bids and award a contract to Master Mechanical in the amount of $33,285; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. COUNCIL ACTION: •1 CITY COUNCIL LETTER Meeting of December 13. 2010 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY Fire MANAGER NO: APPROVAL ITEM: Rental Housing BY Gary Gorman BY Licenses NO: DATE: December 6, 2010 DATE: Approval of attached list of rental housing applications. RECOMMENDED MOTION: Move to approve the items listed for rental housing license applications for December 13, 2010 in that they have met the requirements of the Property Maintenance Code, COUNCIL ACTION: 92 List of 2010 Rental Licenses to Approve by � � S:' 15�� Council a2s41st Avenue w.s.' Columbia Heights, mm so4o/- Ph: ran'rue-u1oo- Fax: mu-rua-u1s/ 10007 4607 PIERCE ST NE Wang, Xie F10481 100 5321 Windsor Ave $ 150.00 Edina, MN 55436 10025-RY548 LOK8|AN0LNNE Hambissa, Gudina F10677 100 S3O4N London Ave. Apt. #F $ 150.00 Kansas City, MO 04151 10031 4112 TYLER ST NE Wolnik, Helen F10675 100 GGUU Pleasant Ave So. Apt #108 $ 150.00 Richfield, MN 55423-2305 10043 4555 WASHINGTON ST NE Alarcon, Laura F10752 100 4546 Jefferson Street $ 150.00 Columbia Heighto, MN 56421 10048 4308 6TH ST NE J.H. Callahan and Assosciates, Inc F10898 1051 1878 Duck Pond Drive $ 150.00 West St. Paul, K8N5S118 10053 4047 6TH ST NE Hodgman, David F10693 100 331 NaegaioAVE $ 150.00 Columbia Heighto, MN 55421 10061 O055O1/2 AVE NE Chonney.Jaoon F18621 100 73O Randolph Street #2 $ 150.00 San Francisco, CA 94132 10083 4000 WASHINGTON ST NE Professional Property K8gmtLLC F10716 1050 PO BOX 583253 55458-3253 $ 150.00 Minneapolis, MN 55458-3253 10085 4542 HEIGHTS DR NE Kilgore, Gina F10729 100 6391 Monroe Street NE $ 150.00 Fridley, MN 55432 18003 4311 ROYCESTNE Stauch, Leland F10713 100 1155 Khyber Lane N.E. $158.O8 Columbia Heighta, MN 55421 10101 3900 CLEVELAND ST NE 3900 Cleveland, LLC F10726 1050 40O8VV.G0thSt. $150.OU Edino.N1N55435 12/09/2010 10:55 Page 1 93 ra 75-41,1 List of 2010 Rental Licenses to Approve by 41,n v 1'4 ; Council o2s41m Avenue m s -o^mmma Heights, MN es4u`'Ph: 763-706-8156 - Fax: 763-706-8151 10108 3906 TYLER ST NE Kuchta, Ben F10724 311GVV Calhoun Blvd $ 150.00 100 Minneapolis, MN 55416 10113 4317 5TH STNE McKenzie, Bruce F10717 4317 5TH STNE $15O.00 100 Columbia Heighto, MN 55421 10133 4003 MAIN ST NE Dorko, Kenneth F10712 5O72C|earvimwSt � NE $ 150.00 100 Fridley, K8N55421 10139 1011 41ST AVE NE Byers, Constantina F10683 100 Q0B41ot Avenue N.E. Apt. #321 $ 150.00 Columbia Hoighto, MN 55421 18140-RY3807GAUV|TTESTNE 6vaenwmy.Ame||a F10579 829 Thornton St SE $ 150.00 100 Minneapolis, MN 55414 10145 5060 MULCARE DR NE Vang, Jay F10687 25U2 Fremont Avenue North $ 150.00 100 Minneapolis, MN 55411 10152 3931 JACKSON ST NE Buronn, Stephen F10727 1435 Adams Street NE $ 150.00 100 Minneapolis, MN 55413 10161 3911 ULYSSES ST NE Ne|uon, Bernie F18667 1121 177th Lane NE $ 150.00 100 Ham Lake, MN 55304 10165 4632 6TH ST NE Sentyrz, Jr., Walter F10284 3316 Highcrest Rd NE $ 150.00 100 Minneapolis, MN 55418 10166 4111 5TH STNE Jones, David F10701 10631 Maple lane E $ 150.00 100 Corcoran, MN 55374 10168 411 SUMMIT STNE City Central LLC F10632 PO Box 311 $ 150.00 1050 Lake Elmo, W1N55O42 12/09/2010 I0:55 Page 2 94 List of 2010 Rental Licenses to Approve by Council o2o41 Avenue N.E. - Columbia Ileights, MN 55421 - Ph: 763-706-8156 - Fax: 763-706-8151 10170 4336 6TH ST NE VWckstrom.Shaven F10686 5O4O Madison Gt � $ 150.00 10 Columbia Heights, MN 55421 10177 4828 5TH ST NE Froiland, Dane F10730 1825158th Avenue N� VK $ 150.00 100 Andover, MN 55304 10189 4807 JEFFERSON ST NE Yard, Joe F10658 8181 East Fish Lake Road $ 150.00 100 Maple Gnova. MN 55311 10102 3911 VAN BUREN ST NE Moore, Rafik F10753 3228 E. Lake Street $ 150.00 l00 Minneapolis, MN 55406 10194 4840 4TH ST NE Rodenberg, Arnold F10725 18274 South Diamond Lake Ct $ 150.00 In0 Dayton, MN 55327 10218 QQQ41ST AVE NE Wasik, Thomas F10731 2GObNE 2nd Street NE $ 150.00 IUO Minneapolis, MN 55418 10253 4236 POLK ST NE Erickson, Gordon F10671 4G33 South Samantha Dr � $ 150.00 100 Souix Falls, GD5710G'75G0 10298 4408 MONROE ST NE O'Connell, Brian F10650 3O7LandoaoterLnN � $ 150.00 l0O Champlin, MN 55316 10306 44227THSTNE Anglin, Bobby F10623 41466thGTSVV $ 150.00 I0 Waverly, MN 55390 12081 4002 RESERVOIR BLVD NE Huffman, Patrick F10868 4002 NE RESERVOIR BLVD 4004 NE Resen/oirTIVIDUU I00 Columbia Heights, MN 55421 12018 1093PDLKC|RNE Small, Stephanie F10878 1001 Polk Circle $ 150.00 I0 Columbia HeiQhta, MN 55421 I2/09/2010 10:55 Page 3 95 ,, ` List of 2010 Rental s s t i r Licenses to Approve by \l e Council 825 41st Avenue N.E. - Columbia Heights, MN 55421 - Ph: 763- 706 -8156 - Fax: 763 -706 -8151 12019 5055 JACKSON ST NE McNutt, Mary Jo F10125 100 5057 Jackson Street NE $ 150.00 Columbia Heights, MN 55421 12024 1221 CIRCLE TERRACE BLVD NE Kinch, Susan F10754 100 1223 Circle Terrace $ 150.00 Columbia Heights, MN 55421 12026 1817 41ST AVE NE Swanson, Todd F10766 100 1815 41ST AVE NE $ 150.00 Columbia Heights, MN 55421 12031 4008 CLEVELAND ST NE Brownrigg, Thomas F10719 100 4010 Cleveland Street NE $ 150.00 Columbia Heights, MN 55421 12033 4908 TYLER ST NE Parkash, Om F10646 100 1647 South Broadway $ 150.00 Rochester, MN 55904 12043- NC4456 WASHINGTON ST NE Powell, Sandra F10672 100 4456 NE WASHINGTON ST $ 150.00 Columbia Heights, MN 55421 12140 609 51ST AVE NE McQuarry, Thomas F10558 100 609 51st Avenue $ 150.00 Columbia Heights, MN 55421 12203 4409 MONROE ST NE Graham, James F10619 100 4409 Monroe Street $ 150.00 Columbia Heights, MN 55421 20002 1161 CHEERY LN NE Wilson, Craig F10620 100 12530 Dorchester Trail $ 150.00 Apple Valley, MN 55124 20009 1348 44 1/2 AVE NE Seiffert, Mitchell 10673 100 1350 44 1/2 AVE NE $ 150.00 Columbia Heights, MN 55421 20019 633 51ST AVE NE Therrien, Thomas F10553 100 21655 Co. Road 117 $ 150.00 Corcoran, MN 55374 12/09/2010 10:55 Page 4 96 4 0 „M „ te r 444 Y zr;: List of 2010 Rent$ c,u Licenses to Approve by = a x 41.41tAt Council 825 41st Avenue N.E. - Columbia Heights, MN 55421 - Ph: 763 - 706 -8156 - Fax: 763 -706 -8151 20025 4855 5TH ST NE Boyum, Clifford F10577 100 1426 Bussard Court $ 150.00 Arden Hills, MN 55112 20026 4801 7TH ST NE Johnson, Andrew F10763 100 4057 5th Street N.E. $ 150.00 Columbia Heights, MN 55421 20035 4407 JACKSON ST NE Maciaszek, Rose F10602B 100 2882 Rice Creek Terrace $ 150.00 New Brighton, MN 55112 20059 3807 VAN BUREN ST NE Hanson, Dennis F10654 100 1427 Ridgewood Drive $ 150.00 Lilian, AL 36549 20060 4995 TYLER ST NE Majewski, John F10669 100 105 12th Avenue NW $ 150.00 New Brighton, MN 55112 20069 4157 QUINCY ST NE CMACS LLP, F10692 1050 2130 Erin Ct. $ 150.00 New Brighton, MN 55112 20073 4529 TAYLOR ST NE Van Blaricom, Stanley F10496B 100 118 Balsam Lane N. $ 150.00 Plymouth, MN 55441 20105 3807 PIERCE ST NE Deia, Aren F10728 100 12550 Zest St $ 150.00 Blaine, MN 55449 20110 4055 UNIVERSITY AVE NE Zezza, John F10676 100 2425 S. Lake George Drive $ 150.00 Oak Grove, MN 55011 20120 679 46TH AVE NE Newport Investments,LLC. F10520 1051 6551 Channel Road $ 150.00 Minneapolis, MN 55432 20149 4519 TAYLOR ST NE Payan, Ernesto F10751 100 3428 Benjamin St. N.E. $ 150.00 Minneapolis, MN 55418 12/09/2010 10 :55 Page 5 97 List of 2010 Rental Licenses to Approve by � �� Council `~-___________ auo41m Avenue w.s.-Columbia Heights, MN 55421 - Ph: 763-706-8156 - Fax: 763-706-8151 20160 1200 CIRCLE TERRACE BLVD NEAhriba, Suad AIi F10711 134OLarponter Avenue E $ 150.00 100 St Paul, NYN5510Q 20173 4644 WASHINGTON ST NE Washington Street Homeowners Assoc. LLC F10627 PD Box 32 $15O.00 1051 New Richmond, WI 54017 20178 4420 MONROE ST NE McClellan, Duncan F10638 17G718th Ave NVV $1SD.UO 100 New Brighton, MN 55112 20196 4532 FILLMORE ST NE Tohey, Joseph F10660 544 Summit Street N� E � $ 150.00 100 Columbia Heights, MN 55421 20206 4914 TYLER ST NE Sanford, Ron F10670 386 Lancasater Lane $ 150.00 100 Champlin, MN 55316 20248 4540 TYLER ST NE Hecker, Daniel F10697 1165850thStN $ 150.00 100 Lake Elmo, K8N5bO42 20252 3915 VAN BUREN ST NE Trewartha, Robert F10696 583Q142nd Ave 15O.UO 100 N.W. � Ramsey, MN 55303 20264 4G0U 4TH STNE Wakeman, Larry F10632 4GUD 4th Street N� E� $ 150.00 100 Columbia Haighta, MN 55421 20288 OO451ST AVE NE Guardian Property Management F10613 7O8 Cleveland Avenue SVV Suite #1GO $ 150.00 1051 New Brighton, MN 55112 20268 8O4G1ST AVE NE Sowieja, Bryan F18613 1324 Ottawa Ave. $ 150.00 100 W. St. Paul, K«N55118 20286 561 51ST AVE NE Witt & Sons Inc. F10604 353 South Owasso BIvd. $ 150.00 1051 Roseville, MN 55113 12/09/20I0 10:55 Page 6 98 List of 2010 Rental Licenses to Approve by Council o2s41m Avenue m.e.- Columbia Heights, mw 55421 - Ph: 763-706-8156 - Fax: 763-706-8151 20299 4655 POLK ST NE Cooper, Barbara F10683 PO Box 128447 $ 150.00 100 St. Paul, yNN55112 30007 4417 UNIVERSTY AVE NE Frst Select Equities F10630 2G2O Coon Rapids B|vd � #120 $ 160.00 1051 Coon Rapids, MN 55433 3OO15'NC3047 TYLER STNE Anderson, Eric F10665 3G13 Belden Dr � NE $ 150.00 100 St. Anthony, MN 55418 30034 2200 39TH AVE NE Midwest Management F10662B 76OPennay|vanieAve� S. $ 470.00 1050 Minneapolis, MN 55426 30062 4650 JOHNSON ST NE Modell, Paul F18699 3441 Shore Drive $ 356.00 100 Excelsior, MN 55331 30102 4640 POLK ST NE Sekizovic, Maumer F10706 PO Box 21314 Apt #3 $ 18D.00 100 Columbia HekJhto, MN 55421 30108 3746 STINSON BLVD NE Modell, Paul F10700 3441 Shore Drive $ 356.00 100 Excelsior, MN 55331 30109 3850 STiNSON BLVD NE Northeast Seniors Housing Corporation F10704 341OVWnnet aAvenueN � Suite *1070.00 1051 -� New Hope, MN 55427 30125 4425 UNIVERSITYAVE NE Lynde Investment Company, LLP F10533F PO Box 1G5U1 $24O.8D 1050 Minneapolis, MN 55416 30120 4621 UNIVERSITY AVE NE Knutoon, Herb F10722 27740 Bay Shore Drive $ 248.00 100 Isanti, MN 55040 30147 3925 3RD ST NE HBG Group F10631A 78OU Metro Pkwy Suite #3OO $ 266.00 1050 Bloomington, K8N55425 12/09/2010 I0:55 Page 7 99 1 „ _ , List of 2010 Rental f Ill e , l Licenses to Approve by i NI ti Council 825 41st Avenue N.E. - Columbia Heights, MN 55421 - Ph: 763 - 706 -8156 - Fax: 763 - 706 -8151 30150 4707 UNIVERSITY AVE NE Lynde Investment Company, LLP F10533D 1050 PO Box 16501 $ 248.00 Minneapolis, MN 55416 30154 4341 TYLER PL NE Chohan, Raees F10684 100 5300 Central Avenue N.E. $ 160.00 Fridley, MN 55421 30175 3806 STINSON BLVD NE Bryant Apartment Rentals, LLC F10720 1051 5065 Johnson Street N.E. $ 356.00 Columbia Heights, MN 55421 30177 3816 STINSON BLVD NE Bryant Apartment Rentals LLC F10721 1051 5065 Johnson Street N.E. $ 356.00 Columbia Heights, MN 55421 30179 3826 STINSON BLVD NE Klum, Cynthia F10666 100 1314 W. Royal Oaks Dr. $ 356.00 Shoreview, MN 55126 30180 4715 UNIVERSITY AVE NE Lynde Investment Company, LLP F10533 1050 PO Box 16501 $ 248.00 Minneapolis, MN 55416 30182 5121 UNIVERSITY AVE NE Lynde Investment Company, LLP F10533A 1050 PO Box 16501 $ 248.00 Minneapolis, MN 55416 30184 5131 UNIVERSITY AVE NE Lynde Investment Company, LLP F10533B 1050 PO Box 16501 $ 248.00 Minneapolis, MN 55416 30502 4641 TYLER ST NE Anoka County Community Action Program F10438D 1050 1201 89th Avenue #345 $ 160.00 Blaine, MN 55434 34002- N04655 5TH ST NE C.H. Properties F10341 1050 6260 Norwood Lane $ 150.00 Maple Grove, MN 55369 34004 4305 2ND ST NE Fremling, Jennifer F10707 100 4305 2ND ST NE $ 150.00 Columbia Heights, MN 55421 12/09/2010 10:55 Page 8 100 5 5421 - Ph: 763 pi Rental rove b 7 Licenses List o t f C o 2 u o0 n 1A c 0p i 82541st Avenue N.E. - Columbia Heigh MN 5 -706-8156 - Fax: 763-706-8151 F10525 34010-NC1733 37TH AVE NE 2 Hassan, i5 E 32 d a d t $ 150.00 100 Minneapolis, MN 55408 Total # of Licenses 89 12/09/2010 10:55 page 9 101. CITY COUNCIL LETTER Meeting of: Dec. 13, 2010 AGENDA SECTION: ORIGINATING DEPT.: CITY MANAGER NO: License Department APPROVAL ITEM: License Agenda BY: Shelley Hanson DATE: NO DATE: Dec. 8, 2010 BY: a/ BACKGROUND /ANALYSIS Attached is the business license agenda for the December 13, 2010 Council meeting. This agenda consists of applications for 2011 Contractor licenses, and business license renewals for 2011, as detailed in the attached list. Please note that the Liquor License Renewal for Star Bar is being recommended for approval, based on the fact that Mr. Moreland has agreed to a Mitigation Plan that staff developed to help the business succeed, but will also hopefully help to limit the number of calls for Police Service as has been previously required. A copy of the Mitigation Plan is attached for your information. Also, the Speedy Mart license being approved on this agenda will not be released until they rectify the check they bounced in paying for their license applications. 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 December 13, 2010 as presented. COUNCIL ACTION: 102 TO CITY COUNCIL December 13, 2010 *Signed Waiver Form Accompanied Application CONTRACTOR'S LICENSES - 2011 BLDG *Pipeline Industries, Inc. 2270 Capp Rd, St Paul $60 Westman Plumbing Inc. 6205 Upton Ave So, Richfield $60 C & T Plumbing LLC 21000 Rogers Dr #300, Rogers $60 Plumb Right Corp 1216 82 Ave N, Brooklyn Park $60 *Genz -Ryan PI & Htg 2200 Hwy 13 W. Burnsville $60 *Sedgwick Htg 1408 Northland Dr #310, Mendota Hts $60 Glowing Hearth & Home 100 Eldorado Dr. Jordan $60 *Refrigeration Services 4110 Central Ave, Col. Hts $60 *Corval Constructors 1633 Eustis St, St Paul $60 *Air Design Inc 1500 122 °a Lane NE, Blaine $60 *Forced Air /Wenzel 4145 Sibley Memorial Hwy, Eagan $60 *C & S Blacktopping Inc 14435 Northdale Blvd, Rogers $60 *Asphalt Driveway Co 1211 E Hwy 36, Maplewood $60 *LeRoux Excavating 2104 64 St, Wht Bear Lake $60 *Ryland Homes 7599 Anagram Dr, Eden Prairie $60 Wellington Window & Door 3938 Meadowbrook Rd, St Louis Pk $60 *Let's Get Graphic 8560 Cottonwood St #200, Coon Rapids $60 Imaginality Designs Inc 6182 Olsen Memorial Hwy, Mpls $60 In A Vent Htg & AC 334 Dean Ave E. Champlin $60 Salzer Plumbing LLC 6549 147 St W, Savage $60 *Bonfe's Plumb & Htg 505 Randolph Ave, St Paul $60 *Southtown Refrig. 6325 Sandburg Rd, Golden Valley $60 *Norblom Plumbing 2905 Garfield Ave S, Mpls $60 LeRoy Signs 6325 Welcome Ave, Brk Park $60 *Rainbow Tree Co 11571 K -Tel Dr, Mtka $60 *The Davey Tree Experts PO box 5193, Kent OH $60 *Northeast Tree Inc. 2527 Jackson St, Mpls $60 CIGARETTE/TOBACCO LICENSES *Columbia Market 4901 University Ave, Col. Hts. $300 *Hot Market 5001 University Ave, Col. Hts. $300 *Rainbow Foods 4300 Central Ave, Col. Hts. $300 Speedy Mart 4001 University Ave, Col. Hts. $300 OFF SALE BEER RBF LLC /Rainbow 4300 Central Avenue NE, Col. Hts. $150 103 ON SALE BEER Albert's 547 40 Avenue. Col. Hts. $400 POOL HALL & GAMES OF SKILL *Jimmy's Pro Billiards 4040 Central Avenue NE, Col. Hts. $100/$465 SECONDHAND DEALER TVI Inc. /Savers 4849 Central Ave, Col. Hts. $100 LIQUOR LICENSES *toady's Bowling 3919 Central Ave NE, Col. Hts. $6,700 Star Bar 4005 Central Ave NE, Col. Hts. $8,200 WINE/BEER LICENSE Puerta Del Sol 3800 Central Ave NE, Col. Hts.. $2,400 They want deck area included also. Jimmy's Pro Billiards 4040 Central Ave NE, Col. Hts. $2,400 TEMP LIQUOR Immaculate Conception Church 4030 Jackson St, Col. Hts. $200 For event Jan 21 201 1 104 Agreement For A Crime and Excessive Calls for Service Mitigation Strategy Between the City of Columbia Heights And the Star Bar Located at 4005 Central Ave Northeast December 6, 2010 Background and Purpose: On August 7, 2009 Robert Moreland applied to take over the existing 2009 liquor license at the Star Bar located at 4005 Central Ave Northeast. The license was denied by the City Council on August 18, 2009 due to past felony convictions. On October 29, 2009 Tracy Stankovich applied as co -owner with Mr. Moreland, under the name of Star Bar Management LLC, and the Council approved the license on November 18, 2009 (for the remainder of 2009 and all of 2010). In November of 2010 Robert Moreland applied for the 2011 liquor license as the sole officer of the aforementioned business. The Community Development Department is the recommending staff body to the Council regarding liquor licenses. Obviously the issue of past felony convictions can't be erased as a factor for recommendation for approval or denial, but in fairness to the applicant, staff from both the Community Development Department and the Police Department reviewed the operation of the facility for the past year. There has been at least four events that fall under the excessive calls for service category, including serving a minor and a repetitive history of over serving which has had spill over affects, both inside and outside of the bar area. As a result of these issues, the Columbia Heights Chief of Police Scott Nadeau, and Community Development Director Scott Clark met with Mr. Moreland on November 24 to discuss these issues and the possible affect they may have on him obtaining his license. On December 2nd, 2010, staff forwarded a copy of the Mitigation Plan to Robert Moreland. This document was also discussed and reviewed by the City Attorney. A final meeting with Mr. Moreland was held December 6 for final review. The following plan constitutes both best practices, and establishes a benchmark for a liquor suspension in 2011 if given issues are not remedied, and excessive calls for service persist. The overarching goal of this Agreement is to ensure that the Star Bar does not 1) establish a reputation as a place of business that serves regardless of the condition of the patron and 2) that the community standard of responsible serving of alcohol is maintained. 105 MITIGATION PLAN: The terms of the Agreement are as follows: 1. The Star Bar will employ assigned door security (this does not include either a working bartender or the owner) as follows: a) Wednesday and Thursdays -one security personnel b) Friday and Saturdays -two security personnel The aforementioned personnel shall be on duty from 7:00 p.m. until closing and shall check for both proper age identification and enforce non - admittance to individuals who are overly intoxicated. 2. Security will walk the Star Bar parking lots once per hour Sunday through Thursday, and the Star Bar and adjacent "Discount 70" lot once per hour on Fridays and Saturdays. 3. All Star Bar employees shall monitor the well being of patrons leaving the premise and take corrective actions as needed to ensure safety to the individual and /or other customers and property. 4. Serving shall be done in a manner consistent with the State of Minnesota liquor laws. 5. External cameras for parking lot security shall be installed by June 1, 2011, and reasonable access shall be given to the Police Department for any recorded medium, both internal and external to the business operation. 6. Every bartender shall annually attend an Alcohol Awareness and Server Training program. 7. Three calls that constitute an "excessive calls for service ", based on City Ordinance, will result in a fine established for this type of infraction. In addition, staff will forward a recommendation for a City Council hearing and a suspension for the operation of the business for seven working days. 8. If a suspension occurs, a new Mitigation Plan will be developed with a recommendation which may include increasing the severity of suspension time up to, and including, revocation of the license. 9. Nothing in this Mitigation Plan shall preclude the City Council from taking actions that increase the suspensions greater than those stated in item number 7, or revocation of the license, if events are deemed to be injurious to the health and safety of the community. The signatures contained below signify that the Agreement that is being entered into is what was discussed and agreed upon as necessary to remedy issues at the Star Bar. Dated: Dated: The City of Columbia Heights Star Bar Management LLC By: By: Scott Clark Robert Moreland, President Community Development Director By: Scott Nadeau Police Chief 106 CITY OF COLUMBIA HEIGHTS FINANCE DEPARTMENT COUNCIL MEETING OF: December 13. 2010 . STATE OF MINNESOTA COUNTY OF ANOKA CITY OF COLUMBIA HEIGHTS Motion to approve payment of bills out of the proper funds, as listed in the attached check register covering Check Number 137082 through 137344 in the amount of $ 6.293303.06 . These checks have been examined and found to be legal charges against the CITY OF COLUMBIA HEIGHTS, and are herby, recommended for payment. 107 Z g4 * * C7 a * * H p; * * W W * * * * O * FC U * * H * * * * a c-- * * a 0 0 * * U 5+ U > * * I * * Cz, Cr) pr * * H O 000 * * 0 434 ut cN * * N 0 >l 0 in * * .. 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W 1 HNNNNNNNNM r )Mr1PIC' 'Kr C'VDl0 1010 l0 1D OCoco Orococo F CO W H < ia■ KC 1 PL1 0 E 00 cflx 0 0 k.0 o L.r) H 1-1 Z HI 0 0 U) lf) LID 00 0 0 0 o 0 0 124 1- 0 0 0 PO al CJ) N N 0 H 0 H En co ul • • 0 0 Z 00 0 1 Zr g X g rr.1 4 0 0 Z N Z 0 g rro H g 0 01 CITY COUNCIL LETTER Meeting of December 13, 2010 AGENDA SECTION: Resolutions ORIGINATING DEPARTMENT: CITY Fire MANAGER NO: APPROVAL ITEM: Adopt Resolution For BY: Gary Gorman BY: : Revocation DATE: December 6, 2010 DATE: NO: 10 -139 Revocation of the license to operate a rental unit within the City of Columbia Heights is requested against the rental property at 2010 -139 — 940 39 Avenue N.E. for failure to meet the requirements of the Residential Maintenance Codes. RECOMMENDED MOTION: Move to close the public hearing and to waive the reading of Resolution Number 2010 -139 being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution Number 2010 -139, being a Resolution of the City Council of the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of the rental licenses listed. COUNCIL ACTION: 118 RESOLUTION 2010 -139 Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of that certain residential rental license held by Ashraf, LLC (Hereinafter "License Holder "). Whereas, license holder is the legal owner of the real property located at 940 39 Avenue N.E., Columbia Heights, Minnesota, Whereas, pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(B), written notice setting forth the causes and reasons for the proposed Council action contained herein was given to the License Holder on November 16, 2010 of an public hearing to be held on December 13, 2010. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on September 27, 2010 inspectors for the City of Columbia Heights, inspected the property described above and noted violations. A compliance letter listing the violations was mailed by regular mail to the owner at the address listed on the Rental Housing License Application. 2. That on November 16, 2010 inspectors for the City of Columbia Heights performed a reinspection and noted that violations remained uncorrected.. A statement of cause was mailed via regular mail to the owner at the address listed on the rental housing license application. 3. That on November 30, 2010 inspectors for the City of Columbia Heights checked records for this property and noted that the violations remained uncorrected 4. That based upon said records of the Enforcement Office, the following conditions and violations nfthe city's Prop Mai Cnd we f to exist to -wit: a. UNIT #1 - Shall repair the water leak into the living room corner 5. That all parties, including the License Holder and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code, Chapter 5A, Article III 5A.306 and 5A.303(A). ORDER OF COUNCIL 1. The rental license belonging to the License Holder described herein and identified by license number F10114 is hereby revoked. 2. The City will post for the purpose of preventing occupancy a copy of this order on the buildings covered by the license held by License Holder. 3. All tenants shall remove themselves from the premises within 45 days from the first 119 day of posting of this Order revoking the license as held by License Holder. Passed this day of 2010 Offered by: Second by: Roll Call: Mayor Gary L. Peterson Attest: Patricia Muscovitz, CMC City Clerk 120 CITY COUNCIL LETTER Meeting of December 22, 2010 AGENDA SECTION: Public ORIGINATING DEPARTMENT: CITY Hearings Fire MANAGER NO: APPROVAL ITEM: Adopt Resolution For BY Gary Gorman BY: 2010 -141 DATE: December 6, 2010 DATE: NO: Declaration of a nuisance and abatement of violations within the City of Columbia Heights is requested regarding properties at 2010 -141 — 1037 Gould Avenue N.E. for failure to meet the requirements of the Residential Maintenance Code. RECOMMENDED MOTION: Move to close the public hearing and to waive the reading of Resolution Number 2010 -141 there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution Number 2010 -141 being resolutions of the City Council of the City of Columbia Heights declaring the properties listed a nuisance and approving the abatement of violations from the properties pursuant to City Code section 8,706_ COUNCIL ACTION: 121 RESOLUTION 2010 -141 Resolution of the City Council for the City of Columbia Heights declaring the property a nuisance and approving abatement of ordinance violations pursuant to Chapter 8, Article II, of City Code, of the property owned by Daniel Busse (Hereinafter "Owner of Record "). Whereas, the owner of record is the legal owner of the real property located at 1037 Gould Avenue N.E. Columbia Heights, Minnesota. And whereas, pursuant to Columbia Heights Code, Chapter 8, Article II, Section 8.206, written notice setting forth the causes and reasons for the proposed council action contained herein was sent via regular mail to the owner of record on November 15, 2010. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on October 12, 2010 an inspection was conducted on the property listed above. Inspectors found violations. A compliance order was sent via regular mail to the owner at the address. 2. That on November 15, 2010 inspectors reinspected the property listed above. Inspectors noted that violations remained uncorrected. A compliance order and statement of cause was mailed via regular mail to the owner listed in the property records. 3. That on December 1, 2010 inspectors reinspected the property and found that violations remained uncorrected. 4. That based upon said records ofthe Fire Department, the following conditions and violations of City Codes(s) were found to exist, to wit: A. Shall repair the front steps that are falling apart. B. Shall repair the front and back d that broken. doors that are IJrV 1 well. C. Shall remove the trees on the east side of the property. Remove all scrub growth. D. Shall repair /replace /remove the gutters that have been destroyed by the trees. E. Shall repair /replace /remove the damaged fence on the east side of the property. 5. That all parties, including the owner of record and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code Section 8.206(A) and 8.206(B). CONCLUSIONS OF COUNCIL 1. That the property located at 1037 Gould Avenue N.E. is in violation of the provisions of the Columbia Heights City Code as set forth in the Notice of Abatement. 122 2. That all relevant parties and parties in interest have been duly served notice of this hearing, and any other hearings relevant to the abatement of violations on the property listed above. 3. That all applicable rights and periods of appeal as relating to the owner of record, occupant, or tenant, as the case may be, have expired, or such rights have been exercised and completed. ORDER OF COUNCIL 1. The property located at 1037 Gould Avenue N.E. constitutes a nuisance pursuant to City Code. 2. That a copy of this order shall be served upon all relevant parties and parties in interest. Passed this day of 2010 Offered by: Second by: Roll Call: Mayor Gary L. Peterson Attest: Patricia Muscovitz, CMC City Clerk 123 CITY COUNCIL LETTER MEETING OF: DECEMBER 13, 2010 AGENDA SECTION: ITEMS FOR CONSIDERATION ORIGINATING DEPT: CITY MANAGER NO: FINANCE APPR V L ITEM: BEING A RESOLUTION ADOPTING A BY: WILLIAM ELRITE BY :� BUDGET FOR THE YEAR 2011, SETTING THE CITY GENERAL LEVY AND BOND LEVY DATE: DECEMBER 9, 2010 NO: Prior to 2009 the City of Columbia Heights held a separate Truth in Taxation budget hearing on the first Monday in December. State statues were changed and no longer require a separate hearing date. The attached resolution is a result of the information provided in the City Manager's proposed budget as discussed with the City Council at various City Council meetings and work sessions. Also attached is a list of the proposed changes to the budget. This list is based on City Council discussions at work sessions and City Council meetings. The attached resolution also includes a paragraph cancelling the City's debt levy for the Public Improvement bonds, as special assessment collections are adequate to cover this debt service payment. The levy for all bonds is approved by the City Council as part of the bonding resolution and certified to the county at the time of the bond sale. Additional action on bond levies is only required if the levy is being cancelled or reduced. When the preliminary budget resolution was adopted the City Council authorized using $350,000 in fund balance to reduce the levy. To comply with levy limit guidelines this reduction has been appropriated between the debt and general levy. Also to comply with levy limit guidelines the HRA levy was reduced from $262,556 to $240,374, an additional savings to tax payers of $22,182. One of the key items in 2009 was the development of a four -year budget plan. During the 2011 budget review process the 4 -year plan was updated. The resolution includes a paragraph reaffirming the council's commitment to long range financial planning. RECOMMENDED MOTION Move to waive the r of Resol tion 2010 -131, th being a copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution 2010 -131 being a RESOLUTION ADOPTING A BUDGET FOR THE YEAR 2011, SETTING THE CITY LEVY, AND APPROVING THE HRA LEVY. WE:slh 101 2091 COUNCIL Attachments: Resolution 2010 -131 Budget Add -backs Four -year Plan COUNCIL ACTION: 124 RESOLUTION 2010 -131 RESOLUTION ADOPTING A BUDGET FOR THE YEAR 2011, 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 2011 is hereby approved and adopted with appropriations for each of the funds listed below. Expense General Fund 10,244,317 Community Development Fund 263,823 Economic Development Fund 389,251 State Aid 158,545 Cable Television 129,442 Library 807,970 DARE Project 20,000 Infrastructure 233,297 Capital Improvement 1,286,897 Capital Equipment Replacement Funds 443,393 Construction Funds 1,129,500 Central Garage Fund 690,009 Liquor Operating 8,715,880 Liquor Capital /Non- Operating 688,955 Water Utility Fund 2,613,409 Sewer Utility Fund 1,847,196 Refuse Fund 1,570,287 Storm Sewer Fund 359,879 Data Processing 348,772 Debt Service Fund 2,625,900 Total Expense Including Interfund Transfers 34,566,722 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 2011: Revenue General Fund 10,244,317 Community Development Fund 263,823 Economic Development Fund 389,251 State Aid 158,545 Cable Television 129,442 Library 807,970 DARE Project 20,000 Infrastructure 233,297 Capital Improvements 1,286,897 Capital Equipment Replacement Funds 443,393 Construction Funds 1,129,500 Central Garage Fund 690,009 Liquor Operating 8,715,880 Liquor Capital /Non- Operating 688,955 Water Utility Fund 2,613,409 Sewer Utility Fund 1,847,196 Refuse Fund 1,570,287 Storm Sewer Fund 359,879 Data Processing 348,772 Debt Service Fund 2,625,900 Total Revenue Including Interfund T9aIfers 34,566,722 RESOLUTION 2010 -131 RESOLUTION ADOPTING A BUDGET FOR THE YEAR 2011, SETTING THE CITY LEVY, AND APPROVING THE HRA LEVY. Section C. The following sums of money are levied for the current year, collectable in 2011, upon the taxable property in said City of Columbia Heights, for the following purposes: Estimated General Fund Levy 7,724,711 Estimated Library Levy 757,620 Estimated EDA Fund Levy 84,811 Total 8,567,142 Section D. The City Council of the City of Columbia Heights hereby approves the Housing and Redevelopment Authority Tax Levy for the fiscal year 2011 in the amount of $240,374. 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 2011 that is higher than the tax rate calculated for the City for taxes levied in 2009, collectable in 2010. BE IT FURTHER RESOLVED : That the City has adequate fund balances and reserves to pay 2011 Bond principal and interest payments on General Obligation Bond Series 2003A in the amount of $43,800 and General Obligation Bond Series 2006A in the amount of $229,651, and that the County Auditor is authorized to cancel these Bond Levies for taxes payable in 2011. BE IT FURTHER RESOLVED: That the City Council desires to reduce the City Manager's proposed property tax levy by using fund balance and state aids to reduce the General levy by $185,000 and the Debt Levy by $165,000 for a total of $350,000. BE IT FURTHER RESOLVED: That the City has adequate fund balances and reserves to pay $165,000 of the $664,080 Bond principal and interest payments levy on Public Safety Building, General Obligation Bond Series 2008B, leaving a balance of $499,080 to be levied. BE IT FURTHER RESOLVED: That the City Council is committed to long range financial planning the concept of the four year budget plan. 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 L. Peterson Patricia Muscovitz, CMC City Clerk 126 City of Columbia Heights Budget Cuts and Add Backs Prepared 11/8/10 Totals Expense Additions Public Works boiler replacement 25,000 City Hall boiler replacement 14,000 39,000.00 Redevelopment of Ramsdell Park 295,000.00 Library PC for print manager 1,500 Public copier /print manager 10,000 Department copier 6,000 Library boiler replacement 25,000 Rooftop air conditioning unit 2 ton 5,000 47,500.00 Copier replacement City Hall 20,000 Police 19,000 Engineering 1,500 Streets 1,000 Parks 1,000 Tree Trimming 1,500 State Aid Maint. 1,000 Water 1,500 Sewer 1,500 Refuse 750 Recycling 750 Garage 1,500 51,000.00 127 City of Columbia Heights, Minnesota Updated 4 Year Budget Plan 2011 Proposed Budget & Projections thru 2014 General & Library Budgets and EDA Levy 2008 Budget Plus General & Library Fund Pay 2009 2010 2011 2011 CM 2011 Prop & EDA Levy Fund Increase Adopted Adopted Budget Proposed Personnel Budget Thru 2010 Budget Budget Plan Budget Amount Percent Mayor - Council 41110 190,778 165,554 145,767 147,225 144,267 90,461 63% City Manager 41320 422,202 432,120 414,148 418,289 412,243 385,115 93% City Clerk 41410 52,600 58,169 177,213 178,985 72,967 60,862 83% Finance 41510 694,978 686,000 714,600 721,746 721,700 651,400 90% Assessing 41550 106,415 120,728 121,940 123,159 128,021 4,881 4% Legal Services 41610 186,500 186,500 186,716 188,583 186,716 0 0% Fire 42200 1,227,885 1,206,954 1,128,122 1,139,403 1,144,685 927,564 81% Property Inspections 42300 188,265 190,148 184,866 176,898 96% Police 42100 3,317,120 3,463,490 3,495,745 3,530,702 3,616,965 3,262,516 90% Gen Gov Bldgs. 41940 159,212 155,699 159,212 160,804 160,804 7,596 5% Emergency Management 42500 23,126 18,505 0 0 0 0 Animal Control 42700 15,470 15,278 16,263 16,426 16,263 0 0% Weed Control 43260 22,276 21,488 0 0 0 0 Recognition /Special Events 45050 41,700 48,783 37,305 37,678 37,678 0 0% Contingencies 49200 100,810 50,000 50,000 50,500 50,000 0 0% Transfers 49300 185,000 185,000 185,000 186,850 195,000 0 0% Engineering 43100 339,357 331,279 336,590 339,956 340,370 279,954 82% Streets 43121 787,880 783,617 791,768 799,686 801,765 433,649 54% Street Lighting 43160 151,544 155,671 150,817 152,325 159,343 5,906 4% Traffic Signs & Signals 43170 84,824 82,024 83,735 84,572 78,561 52,393 67% Parks 45200 764,977 771,673 773,239 780,971 774,258 462,941 60% Tree Trimming 46102 133,214 139,945 125,660 126,917 129,091 71,557 55% Recreation Admin. 45000 167,790 169,967 178,204 179,986 180,355 156,503 87% Youth Athletics 45001 34,845 36,217 34,992 35,342 34,955 22,429 64% Adult Athletics 45003 30,152 29,773 25,732 25,989 25,761 12,580 49% CHASE II/Youth Enrichm. 45004 62,497 62,604 61,107 61,718 58,935 34,842 59% Travel Athletics /CHASEIII 45005 32,227 30,562 30,689 30,996 32,974 17,812 54% Trips & Outings 45030 58,344 61,368 55,744 56,301 55,959 18,692 33% Senior Citizens 45040 85,539 84,983 85,458 86,313 85,428 62,073 73% Murzyn Hall 45129 239,136 239,389 239,792 242,190 244,137 155,616 64% Gym Fund 45130 0 0 125,000 126,250 126,250 40,040 32% Library Total 45500 772,743 783,847 772,743 780,470 790,470 549,691 70% EDA Levy 78,622 80,000 83,971 84,811 84,811 84,811 100% Sub Total 10,569,762 10,657,187 10,975,537 11,085,292 11,075,598 8,028,782 72% Maint & Utilities new GYM 85,000 The starting point for the 2010 budget was the 2008 Maint & Util new Pub Safety 300,000 budget plus Council approved pay increases and Total Expense Projection 10,954,762 �l utilities on the new buildings Revenue &Exp Projections 2009 2010 2011 2012 2013 2014 Operating Levy 7,214,117 8,052,142 8,752,142 9,102,142 9,502,142 9,852,142 LGA 1,425,338 425,338 425,338 425,338 0 0 Other Revenue 1,793,142 2,049,878 1,898,118 1,898,118 1,898,118 1,898,118 Total Revenue 10,432,597 10,527,358 11,075,598 11,425,598 11,400,260 11,750,260 Expense 10,657,187 10,975,537 11,075,598 11,297,110 11,523,052 11,753,513 Fund Bal (Used) Increase (224,590) (448,179) 0 128,488 (122,792) (3,253) Exp Increase for Inflation Percent 0.0% 0.91% 2.0% 2.0% 2.0% Amount 0 221,512 225,942 230,461 City of Columbia Heights Updated 4 Year Budget Plan Detail of Projected Levy Increases Prepared 10/01/20 Levy Year 2010 2011 2012 2013 2014 Purpose for Levy Increase Wage Increases (approved in 2007) 253,025 2013 does 2014 does Utility Maintenance Expense not use any not use any New Public Safety Building 300,000 LGA in the LGA in the New Gym 85,000 operating operating budget budget Fund Balance Used in Prior Years Makeup Lost LGA & Inflation 200,000 700,000 350,000 400,000 350,000 Total Operating Levy Increase 838,025 700,000 350,000 400,000 350,000 Murzyn Hall Improvement Levy 93,640 Add! Public Safety Bond (2 Million) 136,000 Increase in Pub Safety Bond Payment 304,500 TIF District Offset (304,500) Total Debt Levy Increase 229,640 - - - - Total Projected Levy Increase 1,067,665 700,000 350,000 400,000 350,000 2010 2011 2012 2013 2014 Prior Year Debt Levy 488,246 1,023,283 674,619 699,619 699,619 Prior Year General Levy 7,214,117 8,052,142 8,752,142 9,102,142 9,502,142 Total Prior Year City Levy 7,702,363 _ 9,075,425 9,426,761 9,801,761 10,201,761 1 Total Current Year General Levy 1 8,052,142 1 8,752,142 1 9,102,142 I 9,502,142 1 9,852,142 Increase From Prior Year 838,025 700,000 350,000 400,000 350,000 % Increase for General Operations 10.88% 7.71% 3.71% C08% 3.43% Certified Debt Levy 1,023,283 1,024,619 1,024,619 1,024,619 1,024,619 Fund Bal used to offset Debt Levy 350,000 325,000 325,000 300,000 Reduced Debt Levy 1,023,283 674,619 699,619 699,619 724,619 Total levy 9,075,425 9,426,761 9,801,761 10,201,761 10,576,761 Off set for decertifed TIFF district 304,000 Effect of levy adj for TIFF offset 8,771,425 % Increase for Total Levy 13.88% 3.87% 3.98% 4.08% 3.68% % Increase for Debt 3.00% - 3.84% 0.27% 0.00% 0.25% 129 Ts 00 CV UP a) ,-- V 10 OD Ul CO CO (0 Q) 00 Ts ts OD 4 OD Ul CD CD Ts 01 ts CD Ts 01 0) CO CD CV CD CD r- r- CO CD U1 U1 01 Nt rs Ul CD T- Ts 0) NT OD CD NT OD 00 T CO CD >, . . o) , - u) c.i ci cri ca c:i ..- .,-- cri csi 4 u:i t--: cci 1.6 4 ui cri cci cO co c (10 0 w cf) N 4 te, 4 , ,-- (NI C) -c- t- 't 10 ER (0 r- CO CD ED 1 C) NT . 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Elrite BY: Replacement Program and Commercial Meter DATE: December 9, 2010 DATE:` / Replacement Program Background: In February of 1999 the City Council authorized the replacement of all residential water meters with new meters operating on a radio -read type system. The firm of U.S. Filter was awarded the contract and completed the change out of over 5,500 meters that year. The system operates on a radio communication frequency where each meter has its own battery. Issues: A. Residential Water Meter Batteries: The batteries powering the transceiver at each meter were originally advertised with a 7 -year life span. Staff has replaced approximately 300 batteries in the system to date. An increasing trend is developing where we are experiencing more failures as the batteries have exceeded their expected life, with 90 already completed this year alone. Staff contacted the original company, now called HD Supply, for pricing of new batteries and installation. At the work session of November 29 the council discussed other proposals for installation services. Staff contacted other Metro cities that have had a meter replacement program and obtained a total of three proposals, attached. When the contractor is installing new water meter batteries, they will be in homes remaining in our Sump Pump Disconnect Program (SPDP). Staff also requested pricing that would complete the SPDP for the remaining 2,350 homes, completing the entire City. The total cost of the program is as follows: SL -Serco RMR Services NWW 5,500 Batteries (HD Supply) $ 94,600 $ 94,600 $ 94,600 5,500 Battery Replacements $132,000 $101,475 $124,300 2,350 Sump Pump Inspections $ 7.050 $ 43.945 $124,300 Total Program Cost $233.650 $239,620 $343,200 Proposals were received from the following vendors with total costs shown: SL- Serco: $139,050 RMR Services: $145,420 Northern Water Works: $248,600 In the 2009, 2010, and 2011 budgets, staff budgeted $75,000 (annually) for the water meter battery replacements in Water Capital Improvements, Fund 651- 49430 -xxxx. B. Commercial Meter Replacements: Currently, the City of Columbia Heights has approximately 382 non - residential meters that have not been replaced in the last 30 (or more) years. Many of these meters may be inaccurate due to their age, especially at low flow. As meters are essentially the cash register for water consumption, it is critical to have accurate readings to reduce or eliminate inaccurate meter readings. A couple of recent cases provide a perfect example. Meters were recently replaced at 5001 University, 1555 40 Avenue NE, 965 40 Avenue NE and 528 40 Avenue, providing new and accurate readings. In each of these cases, inaccuracies were in the range of 0.5 -3x prior billing volumes (under reading). Financing of the commercial water meter replacement could be handled with an internal inter -fund loan. The Capital Equipment fund would be one source for this loan to the Water Department Construction fund. Staff recommends collecting the cost from the property owners over a five -year period. This could be done as a surcharge added to the 131 CITY COUNCIL LETTER Meeting of: December 13. 2010 AGENDA SECTION: BID ORIGINATING DEPARTMENT: CITY CONSIDERATIONS PUBLIC WORKS / FINANCE MANAGER NO: ITEM: Residential Water Meter Battery BY K. Hansen W. Elrite BYE 1; Replacement Program and Commercial Meter DATE: December 9, 2010 DATE: Replacement Program utility bills of the properties receiving new meters. I would also recommend looking at a discount to property owners for paying the full cost up front. This could greatly reduce the amount of the internal loan. The total number of non - residential meters by size is as follows: TOTAL BY METER SIZE Section 1 Section 2 Section 3 TOTALS .58 18 54 32 104 .75 9 32 9 50 1.0 29 69 45 143 1.5 42 41 24 107 2.0 12 22 13 47 3.0 2 6 12 20 4.0 1 2 3 6.0 1 1 Unknown 1 2 3 Staff is requesting authorization to seek bids to provide a turnkey Commercial Meter Replacement and Installation Program including upfront mailings, scheduling services and setting appointments, providing and completing records forms, installation of new meters and MXU's, all miscellaneous supplies and providing the City with completion data. Recommended Motion: Move to authorize the purchase of approximately 5,500 water meter batteries from HD Supply in the amount of $94,600; and to accept the proposal and approve a contract with SL -Serco of St. Anthony, Minnesota for the installation of City provided water meter batteries citywide in the amount of $132,000; and $7,050 for approximately 2,350 SPDP inspections. Recommended Motion: Move to order the Advertisement for Bids for the Commercial Meter Replacement and Installation Program, City Project Number 1105. Attachment: Water meter battery change out proposals (3) COUNCIL ACTION: 132 S -sea° City of Columbia Heights Battery Replacement, Meter Installation, I&I inspection December 8, 2010 Thank you for requesting information from us. This letter outlines conditions for a successful project. SL-serco has a 42-year history of connecting residents and utilities. SL-serco Services include Public Information, Utility Field Support, Leak Detection and Meter Installation Services/Consultation. This meter installation solution is designed for turnkey meter installation projects. The package includes scheduling, use of our field data collection work recording system, customer interaction measures, experienced management, installers and inspectors and 24 hour emergency call system. We have developed Standard Operating Procedures for management with in depth knowledge related to installation projects. We offer our experience as part of our installs and also to utilities planning to complete an installation project with their utility staff. This proposal covers replacement of existing meters, replacement of MXU batteries and I&I inspection. This proposal includes up to three notices to residents, two mailed notices, and one door tag, installation forms and after hours emergency availability plus scheduling. It also includes collection of data related to each account and electronic delivery of data back to your utility. This proposal does not include supplying meters, batteries, valves, gaskets, wire, handhelds, connections, I&I inspection forms, remote or meter boxes. We will cover miscellaneous supplies like gel caps, staples and zip ties. We did not account for any bond or retainage with these prices. We like to start projects like this one slow and move quicker after the first week with a completion date up to twenty weeks after we are able to start installation. We prefer to start with the most difficult areas (commercial) then move to the battery / I&I replacement. This gives us the most time to schedule difficult to reach residents and allow for maximum community contact. We are available immediately and could support a January start. Installation Type Fee Total Battery replacement of 5500 residential meters $24.00 $132,000 I&I inspection on 2350 homes (with battery replaced at same time) $3 $7.050 Kevin Sutter, Utility Client Representative SL-serco 800-388-7173 Cell 612-670-0780 Fax 612-782-9782 133 SL-serco Company Name: SL -serco Company Address: 2817 Anthony Lane South #104 St. Anthony, MN 55418 Company Phone and Fax: Phone 612 - 782 -9716 Fax 612 - 782 -9782 Columbia Heights, MN Project Contacts: CEO: David Allen Direct line: 612 - 618 -4747 Email: dsaa,SL- ser.com Utility Client Representative: Kevin Sutter Direct line: 612 - 670 -0780 Email: kevin.sutter@SL- ser.com Project Manager: Katerina Anderson Direct line: 612 - 751 -5743 Email: Janderson@SL- ser.com Proposal for City of Columbia Heights INQUIRY NO: CITY WIDE WATER METER BATTERY REPLACEMENT Attn: Kevin Hansen, Public Works Director / City Engineer December 8 2010 City of Columbia Heights, MN Inquiry No: 51908 SL -serco Proposal Page 1 of 8 134 1. Proposal Overview We at SL -serco are enthusiastic about working with the City of Columbia Heights. SL -serco has provided battery replacement services before. Columbia Heights will be overwhelmed by the service we provide. Thank you for the invitation for information about how we would approach this project. This document represents our response to your request. I spoke briefly with representatives of the utility departments of Columbia Heights. We discussed the needs of the utility related to staffing, proper customer service and quality control. Utility staff time is currently being consumed to address the growing need related to the radio system's batteries. Directly related to the utilities needs are the needs of the finance department related to billing. The importance for the system to work properly and for the work to be done efficiently is critical. SL -serco connects utilities (water, gas and electric) with residents through systematic interaction with the resident and a very strong data collection technique. Our focus is on the relationship between the utility and the residents. SL -serco is a 50 year -old family business with 75 employees. Our headquarters are in St. Anthony, Minnesota and our clients are throughout the United States. SL -serco has contracted with Federal, State and Local Governments as well as with private entities. We are active in Utility Associations and have been involved in Government Finance Officers Associations. 2. Key Assumptions for the Columbia Heights Project 4- Columbia Heights goals must be understood by the other partners prior to resident contact. Partners include manufacturer, distributor, installer and the utilities. 4 Quality, reliability and dependability are the cornerstones of this project. 4- Non - standard radios, leaks and non - functioning radios are the responsibility of the utility. %it Columbia Heights is able to send and receive data electronically. A systematic approach to data is required. °dam This project is a five month community -wide commitment on the part of all members of the team. The goal is to change radio batteries as efficiently as possible. SL -serco meets or exceeds all safety and employment requirements. 3. Statement of Exception /Clarification to Columbia Heights Requirements We do not take exception to Columbia Heights's approach, requirements or systems. Columbia Heights's premise of a strong system, verification, and complete resource utilization is clear and works well with SL- serco. 4. Project Methodology / Technical Approach SL -serco field projects go through four stages — Understanding the Utility, Managing Data, Resident Contact and Transition to the Utility. City of Columbia Heights, MN Inquiry No: 51908 SL -serco Proposal Page 2 of 8 135 Battery change programs start by SL -serco seeking to understand the utility. During this stage we complete the following steps: 1. Data Requirements of the Financial Department. 2. Define Utility Service Standards. 3. Customize our Standard Operating Procedures. 4. Customize our Quality Control Program. Next, we customize our database system to meet the projects needs. SL -serco is skilled at data collection whether through paperwork, handheld or scanners, we use the utilities preferred data collection method We develop public information tools so the public understands and can easily interact with our staff. Letters, appointment systems, leave behind information, car signage, nametags and problem resolution is all a part of this process. SL- scrco's project specific procedures include the following sections: 4- Training and criminal background checks required prior to installation 4. Approvals required by partners in the project 4 - Tools required 4. Check -in routine 4- Step -by -step procedures • Safety tips throughout the procedures 4. Check -out routine Work Management and Call Center SL- serco's Project Manager and the City of Columbia Heights will outline where and when sections or routes become available for battery change in the system. SL -serco will report completion rates and proceed into new sections as agreed to by the utilities. Supervisors will coordinate the installers' schedules. SL -serco is prepared to work on the No Read list first to free up valuable utility staff needs. Columbia Heights has a significant commitment to strong resident interaction. SL -serco will publicize all installs and send or drop off a letter to all residents prior to changing out meters. All SL -serco call center staff will be provided scripts and schedule taking procedures that also need to be agreed on by all partners. These procedures include the following sections: . Clipping of all utility created public information • Introductory letters, web announcements and open house agendas 4- Schedule for letter distribution 4 - Resident comment card (handed out at any install with resident interaction) 4. Schedulers' database procedures • Schedulers' FAQ list • Interaction between the schedulers and the customer service department of the utility . Measures of success for the schedulers along with reports we expect from the system 4 - Review and act on information received from resident comment cards SL -serco has up to eight telephone lines for use by our schedulers. Our telephone equipment allows redirection of calls by menu to specific lines within our organization or outside the organization. Currently our phone system is running at 50% capacity and we have more appointment driven installs City of Columbia Heights, MN Inquiry No: 51908 SL -serco Proposal Page 3 of 8 136 than the Columbia Heights project represents. Currently we are managing 2000 appointments a week from our call center. Therefore we are confident of our ability to take on this project. In addition to the equipment for the call center the SL -serco Project Manager has access to our Public Information Manager, Safety Manager, data professionals, Project Supervisors and our water lead. All of these people are supported by the two people involved in our accounting department. Claims and Complaints are dealt with rapidly by documenting the problem as soon as the call from the resident or notification from the installer. A decision is made about how the call will be addressed and these decisions are recorded on the same form. At the resolution of the issue, the cost to the organization is identified on the form and the entire document related to the event is shared with the installers by posting the information. This becomes a useful learning tool for all installers and has brought about significant changes to our system. Difficult addresses or problem installs are encountered on every project. We do track the rates of these exceptions and address them rapidly. Our most common approach is to give the original technician a chance to address the exception. If the exception is not able to be addressed within one week of the planned install, it is escalated to a supervisor to address it during the following two weeks. We expect all exceptions to be addressed within one month of notification. On occasion we are not able to gain access to a property within the one month time period. On these occasions the partners are made aware of the attempts. A plan to resolve each of these old exceptions is created. City of Colombia Heights, MN Inquiry No: 51908 SL -serco Proposal Page 4 of 8 137 5. Personnel Assigned and Experience Project Organization Chart City of Columbia Heights, MN ® • Distributor A ■ SL -serco CEO The CEO of SL -serco is personally involved in all projects. He is involved in negotiations and discussions between the project partners. SL -serco also has profit centers in Public Infoimation and Utility Field Service (Reading, Pump Surveys, leak detection, etc.). `r . Project Manager The project manager represents SL -serco in regular status meetings with the other partners. This position also coordinates all SL -serco Supervisors on the project. AE Technician Technicians need to follow project procedures, relate with residents, record resident interaction and return inventory at the end of the work shift. Call Center Scheduling Supervisor Personnel assigned and their experience David Allen, CEO David Allen provides leadership and client contact. Dave is a second - generation member of the family that has owned SL -serco for forty years. He has represented SL -serco at utility related organizations for fifteen years. Katerina Anderson, Project Manager Ms. Anderson will provide Project Management on the Columbia Heights project. Joy came to SL -serco During our project in Duluth. Joy's has been in several states working on projects for us including Utah, South Carolina, Wyoming and Florida. Most recently she completing the Eden Prairie project for us. She takes the success of the project personally. Vickie Vanselow, Data Manager Vickie completed her schooling as an engineer and has worked with public works departments. She understands their unique needs. At SL- serco, Vickie manages the Call center, data support and mailings on behalf of our clients. Vickie is a strong problem solver for both the client and residents. City of Columbia Heights, MN Inquiry No: 51908 SL -serco Proposal Page 5 of 8 138 Dr. William "Skip" Dykoski, Data Systems Manager Skip Dykoski developed our use of bar codes and our work order /handheld system used for inventory and installation work. Skip came to SL -serco three years ago after 40 years of experience with the cash register industry. He is equally comfortable with computers, handhelds, bar coding guns and on projects. 6. Detailed Cost Estimate: Five month timeline to be completed by June, 2011 Special consideration would be made for the billing period to make sure the field technicians were supportive to the billing staff. Type (describe) Quantity Unit Price Total Battery Replacement 5,500 $24 $132,000 7. List of Equipment and Tools: Tools used on replacement include, camera, phone, Sensus security tool, flashlight, cutters, markers /pens, and consumable supplies. The correct tools make for a safe and efficient installation. SL -serco has years of experience and a storage facility where we maintain appropriate tools. 8. SL - serco Service Vehicle witftp 9. Photo of Field Personnel Uniforms. City of Columbia Heights, MN Inquiry No: 51908 SL -serco Proposal Page 6 of 8 139 SL -serco will coordinate the uniforms with the specified task. Durability is required for the water installers. A unique professional look is our standard for the supervisors; this allows residents to understand visually when an issue is escalated to the next level. 10. Mobilization Schedules, Deployment Schedules, and Procedures SL -serco proposes the following schedules to set expectations for the partners involved. While these schedules will likely change significantly, we still believe this gives Columbia Heights and SL -serco a starting point. Mobilization Schedule Week after Project kick off meetings, Development of procedures and processes, Design public selection A relations materials. Procure and mobilize all equipment, Confirm inventory schedule, Identify crew (based on the clearing of the background checks of each individual) Week after Develop formal installer training, Hire and move installers for the project, Update tool selection B list, Mobilize all sets of tools (including handhelds, phones, and vehicles). Week after Start Project Installation, training and testing processes. Adjust as necessary. selection C One Month After Full installation, regular meetings and reports to the end of the project. Staffing Chart We plan to limit our work hours to daylight hours Monday — Saturday (Generally that means from 8:00 AM — 8:00 PM) and 8:00 AM to 4:00 PM on Saturday. If the accelerated schedule is selected we will work some Sundays as well. 11. Recent Related Projects City of Eden Prairie, Minnesota 14,000 inspections SL -serco is completing an inspection project for Eden Prairie. We are providing high touch service for a community that expects the best. Shoreview, Minnesota 5,000 Installs This was a system -wide installation that is in combination with a I &I inspection. Fairfax, VA 500 Revisits SL -serco was brought into Fairfax county (suburb of Washington DC) to perfoiin a high touch home entry visit to residents where the first install performed by another installer created issues. City of Columbia Heights, MN Inquiry No: 51908 SL -serco Proposal • Page 7 of 8 140 12. Client References Gene Dietz, City of Eden Prairie (952) 949 -8310 8080 Mitchell Road Eden Prairie, Minnesota 55344 GDietz@edenprairie.org Mr. Dietz is the City Engineer and long time manager of the Public Works for the community. Mark Maloney, City of Shoreview (651) 490 -4651 4600 North Victoria Street Shoreview, MN 55126 MMALONEY@CI.SHOREVIEW.MN.US Mark Maloney is the City Engineer at Shoreview. Mr. Maloney has work with SL- serco's on going field crew, project management team and the customer service group. Mark Graham, City of Vadnais Heights (651) 204 -6050 800 East County Road E Vadnais Heights, MN 55127-7117 MGraham@cityvadnaisheights.com Mark Graham is the City Engineer and has worked directly with SL -serco during a three year Sump Pump Survey and continued meter reading program. Summary — SL -serco will provide what Columbia Heights needs for battery Replacement. We at SL -serco await the news about this project. We have tried to answer completely all the issues the City is interested in when considering the project. We expect further clarification and discussion will be needed about the project. Please contact us if we can supply more infoiiitation or discussion to assist in the decision making process. Thank you for the invitation for information about how we would approach this project. I enjoyed my visit to Columbia Heights and look forward to working with all of you that I met and those I will meet after the award of the contract. The Columbia Heights project matches SL- serco's expertise. Sincerely, David Allen, CEO and all the folks at SL -serco City of Columbia Heights, MN Inquiry No: 51908 SL -servo Proposal Page 8 of 8 141 RMR Services, LIC D2.72 1317::.ne, Mie.:,.011. 55449 Phry•:e; 763 7S6- 7E3-786-T233 lAledneday. Deeember S. 2010 Bid Proposal: City of Columbia Heights Water Meter Replacement Prooram. Inspections The information contained in this document is confidential. RMR Services Background and Experience Meter Installation and Service Experience RMR Services, LEX, has been involved in utility meter reading. service, and installation for over 2(1 years. We specialize in water, gas. and electric meter installation and service. including the installation and maintenance of AMR devices, Our desire is to suppliv our customers with a highly skilled, professional staff that is capable of completing installation projects in an accurate. timely, and cost effective manner. Utilitx Nleter Reading Experience RMR Services is currently servicing the manual meter readind needs of 13 utilities and municipalities. reading over 210.000 water, Ljas. and electric meters each month. We pride ourselves on performing above and itie:iiond for our customers on a regular basis. Our :goal and •focus is the accurate and timely completion of our meter reading contracts through experience. professional management, and quaii0, training, Utility Field Collection Experience In the last three years RNIR Serx ices has expanded our scope of service to include utility collections For accounts in arrears. RNIR Sersices makes between 5.000 and 15.000 field collections calls each month. Due to the fluctuating volume of collection calls, we have learned to quickly adapt our work force to meet those needs. \\le currentit, provide this service for Connexus Energy, Wright-Hennepin Electric. and CenterPoint Energy, 142 Front Office j Call Center One of oar biuuest strengths at RNIR Services is our stable. highly front office call center staff. We utilize .Nzias Business Solutions' ,N.ppointment Manauer Pro software to schedule. oraanize. and dispatch appointments. We are currently in the process )t° expandinP our call center to include evenin a after hours customer set-, ice and appointment schedulintt. Management Team RMR Services' manacemem team has a combined 53 Years experience in the utility meterinu industry. President: Todd Edinger 20 years in the meter readinu and utility service industry. Todd participates acn ely in the recruitment and oraanization alai! RN1R Services contracts. General Manager / Meter Reading Department Manager: Ryan Luedtke 13 Years in the meter readinit and utility service industry. Rvan has successfulh manaded multiple uniin meter readlnii and collection contracts. Installation Department Manager: James Hogan 10 years J utility meter service and installation, lim has efficienti:i manaced multiple water. cias. and electric installation and maintenance projects. Investigation Project Manager: Brandon Borkenhagen 5 years experience utility meter service and installation. Brandon has successfully manaced the (Jnne\us Enercy Collections project and the Atmospheric Corrosion Inspection and Leak Detection project for CenterPoint Enercy, CenterPoint Energy Collection Project Supervisor: Zak Norton 3 Years experience in utility meter reading, and collections. Zak k currentl:i supervising the ClenterPoint Energy collections project. Connexus Enerp Collections Supervisor: Dan Frost 2 Years experience in utility field collectinu. Dan has supervised a crew of ft\ e the activines of Feld collections. 143 Re fe ren c es city of Robbinsdale Larry Jacobson — Finance Director 4100 Lakeview A-,e \ 763-537-4534 Robbinsdale, .N.....1N 515422 • „ANIR System: SENST.TS water meters with pulse and encoded registers. N.I.XT1 Battery Replacement Program, • Project bcoan Jul...; 2008 and completed Nlav1).00'.) encompassintt. approximately 3.800. battery changes. City of Rosemount Denise \Verner — Deputy 'Registrar :1f tillir Billing 287 145' Street \Vest 651-4 Rosemount. NIN 5.5.068 • AMR. System: Sensus water meters with encoded repisters, Sensus NIX1_7s, AR4002 R.F. turnkev i_nstallation„ utility drive-by meter reading. utilizing ..\ utoRead • Project ha an Rib, 2004 and completed June 2 005 encompassino approximately 200 meter enaiwes and 3.000 NIX1_7 installations. CenterPoint Ener* Alinnegasco Colleen Pearson — Manager. Energy NIeasuremem 800 LaSalle Avenue, 11''' Floor Ser. & AMR Business Solutions NIinneapolis, MN 55459 612-372-4664 • ANIR System. Gas meters with 'troll 'ERIS, ReadOne Pro.. installation onl\ . contracted and . utility drive-bv meter reading . utilizing PP-4 • Project begun 19'89 with over 700,000 . [RI s installed to date: onctoing maintenance continues. Proposed Operating Procedures Project Timeline \Ve. propose sendin g out the first customer contact letters in mid-January 2011 with appointments being set. and the installation start date being: February 1. 2011. The majority of the project would be completed b:,... October 31, 201.1., final cleanup and prolect completion in December 31_ 2011. Project Hours RNIR Services kvo tkin :2 hours for proleets similar to this are Monday through Frida. 8:00am to 6:00pm. .Field technicians would also he available after hours (until 8:00pm) two nights per week, Two Saturdays per month \vould he available for appointments and cold. call visits. Appointment Schedule Our call. center wil.l. be available Monday through Friday. 8:00am. to 8:00pm and on Saturdays from 8:00am to 12:00pm_ R.N....tR. Services schedules appointments in two hour blocks, and can schedule up to four appointments per lime slot per field technician. 144 We appreciate the opportunity to. provide this bid proposal for The City of Columbia Heights Water Meter Battery Replacement Prohram and I&I Inspections. In anticipation of several. opportunities this year. we at RiiiiiiiR Senices have evaluated all aspects of how we conduct business. We are continually iivorlxing to cut costs and itnerease productivity V\\ a high level of professionalism arid customer service„ We believe that we are your best choice for overall value. skill and experience for all your metering needs. / . . .„ . . .. v. Olddd Edinber c President — RAM Sroices, I I C 63-786-7323 Office 61%378-3020 Cell Phone Todd.edinderiiiirmrservices.com 145 PURER: WORKS CENTRAL GART(LE SENNTANLATER ENELESEERING STREETS REEL SE PARKS RE: City of Columbia 1Ieig1v s 'Water Meter Battery Replacement Program, iSel inspection D:ear jlodd: Columbia Ileiehts is. seeking proposals for a. turnkey project for battery replacement, on ail of otir SCPASUS residential water ill eters, All of our residential . 1/4,vater meters were channed out. in 1 to a Senn s Radio Read ANIR. system, flue batteries are nova reaching or have exceeded their useful life. Our project includes full scheduling, use of a belt dant collection work recording system. customer interaction, pmviding experien.ced management, installers and inspectors and a 24-hour emergency call system, \: Pnl'Posal :shall: alchlde the replacement c)f \I\1 batteries. (City providedL and a. sump-pump disconnect inspection for remaining hntne is this citywide program, ik.1.1 proposals should include up to three notices to residents: two mailed notices. and :one door td g. complete schedulinn of appointments, installation forms. and after hours einergency lavallabilit:‘,..). It also includes collection of data related to each account and electronic delivery of this data back to the City I.....lfility billing departtnent. Include in your proposal in Sumdard Operating Procedures iSOP) for management – detailing e.xperience rind in-depth knowlecige related to installation projects„A complete list otj references is also required in IN:1111 in State anti out of State for similar type work completed or in- progress for Cities or tatilities. Ihis proposal does not include UP\ ina batteries, valves, gaskets. wire, handhelds, connections 1&1 inspection forms„ remote or meter boxes. Miscellaneous supplies Illy gei ea:ps. :staples ...ind zip ties are io ne i IA.; R.tueu.. LfhR t 1 h yh ur proposal ',Tarty bond or retainage is included yvithit :,..our prices. project schedule including beeinning and contipletion dates shall be provided., Protfide tirnes (range) that. fh VC S the 1110St. ',Lille tC Se heddie difficult to reach residents and a 1.1 OW TOT MaN LIII jr community contact. Installation Type Cost(ea) ! Total . „. , ...„ Battery replacement o residential . meters .., 11.&.1 inspection of 2350 'lollies (with battery replaced at same lime) l&I inspection of 2350 homes lw.....0 water meter battery replaced) I 'A "— - : .1 st is Dtsin:, • Sincerely. CITY OF 1 1 1 N1131 \ 111.1611 - TS Ke \ in tiaitse.n, p,L, Public Works Director:City Engineer 146 o FERGUSON® Waterwor 12/08/2010 City of Columbia Heights 637 38 Ave NE Columbia Heights, MN 55421 ATTN: Kevin Hansen RE: City of Columbia Heights Water Meter Battery Replacement Program & I &I Inspection Kevin, Ferguson Waterworks is happy to provide the City of Columbia Heights this complete proposal to replace the 5,500 residential batteries on your Sensus MXU's and the remaining 2,350 I &I Inspections. Our proposal will include our experienced staff to perform all Scheduling of Appointments with your residential customers and all work required to complete this project using our Electronic Hand Held for your battery replacements and I &I Inspections. All of our installation records will be provided to your City's staff in an Electronic Format. I have attached our Company Resume, Customer references, Installation references and Electronic information provided using our Hand Held device. The g ricin provided will be am e th came if were (r th 5,500 Batteries) or if were p - - -- _ (replacing the 5,500 Batteries along with the 2,350 I &I inspections). Installation Type Cost (ea) Total Battery replacement of 5,500 $22.60 $124,300 Residential Radio's I &I Inspection of 2,350 homes $22.60 $124,300 (with 5,500 Battery replacements) The above prices do not include costs to Bond the project or Retainage with held. Respectfully, r Todd Phi11 ps Ferguson Waterworks 147 Installation Division Complete Turnkey process In 2000, Northern Water Works formed an installation department to enhance meter sales that has successfully completed turnkey projects in our marketing area. The efforts of the installation group have created a reputation that is superior to other installation companies. The installation group has had as many as 29 employees depending on the size of the project. We have instituted many automated procedures for data entry and web based tracking of a project to track multiple projects at various locations. The notification process has been perfected to include 3 mailed notices, once they begin will require approximately 2 months to complete. The next step is to include the Utility to assist us in gaining access to the remainder accounts. It` northern water works supply 1 14 FERGUSON WATERWORKS coonFaimis i Order Fold Amity 5theduhng Global Tasns Reportng fe.t Invoices 1 Fr 1 tftiatki 1 :oor Pri '•■ r•C: :EL% 11 v; CCOU Ft..-CE, fill r, EEIF -1SFL Ct:(1, '. • E. I F :El" ME "Crte Fs FOC '---E tF3 E7 1ERF 1 Cr,Efi FsFEE' I `--E Et "11- Figure 1 Opening Screen This screen will allow the operator in the call center to quickly find the specific account and then go into the scheduling screen. The Scheduling screen allows the call center to quickly view any available times based on the number of installers assigned to the project to meet the completion date agreed upon during the contract negotiations. Page 1 of 10 148 fiwyr5 • It Test Project] TESTREGEUCY HOMES / 575 MAI-IITOU TRAIL TEST CITY HI 72247 {1049805) L Gao. try, 4194tOkt • rAcfnm.ies :r "Addreati DDtlt W1kOdrD Photoe -Complamte *NWWS*AddteSS.U. RiNttgQttiiKiilargingnit04W.-000"4:W144:4414';]itheiR04.4*Mtaa:MtiaMORM7 Select SchedUle flew lntH View Order 5 eta Sties: Sat:cute tle,Repait Orer .f,esst :Edit ' ' - ' - -"" Set Cafauft Tab • S61:1[1 :22E: Elate From II:MOO Cale Thru 11112Inte Arch DeDD Set.,td ta= *-4740,4**41,41:4;:**1500#t*K5110004*-4,tifk-Wit4t**1.1.iti*,-*;.01:040(0ii***W*gt '=" ""r" "'Pm figggtfilgteWtVgRVVIOriggigRNWMaMNOWIIti' sur a"" 's0— stimitiasstrintlEfrallIMPI111 negsvattiommoomangotwootutomagoo. ,u ,,J ''" 12 ' 1 ' 1 ° °"' l0 0D R4kiRttiq:bP:Mffict,SZO"iWii i..5tq.w.aw.3 17 " 7 " ; '" 12. '' :tete. ZCC27 ggMAIMMAREfteatafteMAPaedttgaffikAIWOMOP7iraWaRa (1, PI' 00 eitIONitatA WafinfigallfitterriekiliM Select .10447 0 " 71' 0771 rf,Ti2g.'.ii':tfl',Siattietiteitifgsfk5 rt Njf :EMtik,i -- Ftt 1 70 000 0 tN4564 WXR 110 CZ CC PM 0,0 ' Select Icn 17: 0 0070 eg 2C 13bn 12A,IC tt'i"00 Plt aig .7.a774 CEn PO ZitiOggitagiiATIPA4,411#4:::*240:1-A tttlact 5.27E t!cr. 000 t15 CO Ftt 0S:00 5.:WOLmA.f-::;M*:;a-N':ifWVgf'V;42.-.fgil:1'fiOon'g'if*S'r'*O'ifZM''fi ttn.: 07020777 71' ,l' ,,„=„„ 11.' ifaffagttiittff7 kg2T5Orgi17 00 til00. lffigileltkfatEli 71 --7 i 2 ihttpOnNws.vertythrea.COOPMOCIVIdnal 1 .1 . -1. • Figure 2 Scheduling Screen After the customer and the call center agree on a date and time, the appointment will be scheduled on the next screen gathering much information in case customer contact is required. Page 2 of 10 149 -J 2115 - 1 _.., la] Et tait..'t'+s..trtI / fiWWS- PROJECT MANAGI 1EhT.- MivnsuRtntetitekE plofrs`..Rro 17Y 49R�mi£n ss " ... (p�%f - :_P_ .• .� . ;IP . iMtD: IhMSVtvenXAtE+ n! 4anfProirdHantandaoltcisl M1d!< GtaDetzkShcedtkma9daola ladie0168T:_76puteCfd.t6 .: :. ". --, 'k tNM5 - dsesse, [Coon Rapiosj HOWARD. MICHAEL i 3003 121ST LA II W C000 RAPIDS. Mil 50440 t (E003003002y _' X50• .,: T°o& • '. ArPeal s Addreis OeTaBS W rtaOrders S,miey 4t 6 rime.' let northc aelece sue, dwll t wR FERGUSON Nom. .e-,r; e cam.. Re..r: P.0. Ho** G1sn r t CFf„ ECIt $et F•rry+irm': C 1 P,n.l ie4t ' F If '.Y rJ ;tiI:.CC_ Pcstat 'C:...R ,:zi se-k tlalc 0, /IGfLLE CI 4: la.! . w' AddrRSWfR' Eind Warii Orde p r— "x r^r ' '' -f•` ''' - C - .: ctrl. W,Ut i -H 6 9 S+ r af , fi . 1 TcalFpacras t, n, °' x E � o:er "'*4 ..? * ' , tN ,... e r o _'G. . �.... Y "b ' ' - 55P P, ti t c c Fn 7,1110_ C1 .0 P1i 0,200 F R,! R b ' 2 ?^ " di F.s U k ' ��{ J intamt Rim +,tam,:. Figure 3 Scheduling Screen Final For those customers that are Internet savvy, we have an Internet based process that is available 24/7. This process is similar to the call center process except that we do a significant amount of e -mail verification so that there are no mistakes made and that the customer making the appointment can verify their appointment. This has successfully been in place for the last 2 years. Another process that we have instituted in the last 2 years is the electronic data capture of the meters and MIUs that we leave behind at the residence. We have done a significant amount of testing with the equipment and have found it to streamline our installation process. We have standardized on the Motorola MC75 to do our field data capture. This equipment allows us to capture photos of the installation and also to capture GPS coordinates at the location for later inputting to a GIS program. _- t mom: Figure 4 Motorola MC75 Page 3 of 10 150 The information that we capture at each of the projects can be tailored to each customer's requirements. We have basic information that we capture, but can add many specialties as the Utility desires. NWW5 ## iiI.(` att Work Orders (2) Door Knod<s (3464) Completed Work Orders (0) Completed: 0 Cancelled: 0 No Show: 0 Office Called: 0 Ce Upload: 10/7/10 10:46 AM Download: 10/7/10 10:52 AM Select Home ® I+ Figure 5 Work Order Status Screen When the installer picks up their equipment here is how the screen should appear. It shows the status of what the day will bring in appointments and at the end of the day it will display what the installer accomplished for work orders, door knocks, no shows, and cancelled appointments. Page 4 of 10 151 ` Work Orders - 11/29/10 10:00 AM 6660 ROCHESTER AVE 5/8" x 5/8"(3/4") s. 11:00 AM 6660 ROCHESTER AVE 5/8" x 5/8"(3/4") Work orders for: Select Home MIA' Figure 6 Work Order Screen This shows times, addresses, and equipment for each location. i 6 + - Nil 44 11:28 ( Work 6660 ROCHESTER F P G O r d er: AVE Leaks Present: 0 yes 0 No Final Reading In 1 Out 1 Install Type Meter Size 1R1101I +1 15/8" x 5/8"(3/ vi New Meter Number MIU Number fl Compound B I I Continue I Select Home El Figure 7 Installer Input Screen #1 This is the first screen of input required by the installer. They are required to put the inside reading of the meter and the remote reading, in case there is a discrepancy between the two readings. They also take a photo of the register on the meter removed, so they can go back at a later time to eliminate any customer service issues. Page 5 of 10 152 The fields for New Meter Number and MIU Number will require the installer to read the barcode label that is on the meter and MIU. This eliminates any possibility of error on data entry in the field. elf NWW Work 6660 ROCHESTER F P G Order: AVE MIU Location Initial Reading 100000001 Meter Type Status Notes n Back I I Continue Select Home ®1 i Figure 8 Installer Screen #2 This is a continuation of the installer's need to input data to the handheld. This will allow the installer to show location using pre - assigned location codes that are Utility designed. Page 6 of 10 153 r►uuws i io work 6560 F P G Order: ROCHESTER Sump pump present I T Service line size Service line type This is a test question I I th iu Back ? I Con tinue select Home Figure 9 Survey Questions There is an unlimited area for survey questions that Utilities may be interested in as we will be in all residences in the City. Signature I Back I I Clear ICompletel I Acknowledge that workers were let in to this property to replace the water meter and /or associated devices. All work was done in a professional manner and the work area was left dean and orderly. Select Home • ®I � Figure 10 Customer Signature A customer signature is always required with a completed installation and the City can draft any additional comments they desire. Page 7 of 10 154 _ ‘--- NW Reviel 41 1-1-132 11 Work 66601100-iESTE.R F Order: AVE 0 KU reading verified 0 Unable to verify MR) Figure 11 Verification of Operation After the installer returns to his vehicle he will test the equipment for operation and this screen will have to be marked. Depending on the system we are implementing, it may require the installer to trouble shoot the system to solve any issues before leaving the customer premise. After the installer finishes the day's process, he will return the hand held to the cradle and upload that day's installs and the next day's appointments will be downloaded to the hand held. The next step is to verify and make sure that all data has been captured and can be exported to the Utility for input to the Billing Software, depending on the cost of the meter change file, we can work with the Billing Software vendor to do an automatic upload of meter change information so that no manual data entry would be required. Once our data is uploaded the date will be available in our installation database and allows for many reports and exports to be accomplished. Any of our customers that have access to the database will have summary reports available to track progress. The reports are presented in a graphical format for ease of viewing and also are printed for City Council updates. Page 8 of 10 155 OWNS•A.KK Ammy %'.:EJ rn: .,.Pepe .)Tr'd5 lit northern water works supply FERGUSON WATERWORKS P usw B m - MIn9g U ors Ry Account 'PtO tSetup Y.$C[SfiIM&, iroemary e ®C L:cnP97 9 .J 1 ® ❑UUd bled rt U It e II c / Oa, dfc^ Cz. L+1 tlCr Cry 7 ^ i s 0 09 Serve EV anicktf ei`atw cK `z - ,,: c ' '- 3fat(iiKr. ,Y. Fir "" + S - , ?.r .- B19Gr - vy=: 1.C, :_.t. i97 N19i3r93499rpe�. ., ': J:Y2rtle'S G!rn 0 9.1 3,8 30930 ;1,Et-a tc alac t_ :ay _ c p::C 997 3 - - ;hf ° ;er iF�lydemee - 1'il0 o Figure 12 Summary Reports Back Office Solution In the last 2 years in light of the economy, we have begun offering a second solution for a Utility who desires to change out their meters, but would like to use their existing staff. This can be a useful solution that allows existing staff to install their own meters. What we have done is to separate the notification process from the actual "boots on the street". This has allowed the Utility to use existing field staff and any additional staff needed to finish the project on their schedule. The following is part of the Back Office Solution: Scheduling & Installation Coordination Benefits Customer Notifications • Notification of customers using a tested method to achieve 100% completion. • Mailing campaign for project notification (including postage) up to (3) mailings per utility customer. • Website access to scheduling tool to determine the number of letters a resident has received. (all notifications sent to customers are tracked by NWWS) Page 9 of 10 156 • Field access to incomplete accounts for door knocking opportunities. Call Center • Experienced and courteous call center staff dealing with only water meter installations. • Ability to schedule appointments at a wide range of times. • Scheduling of appointments via an 800 number or accessing a secured website. • 8i- lingual staffing Data Integrity • Automated loading and unloading of daily meter install appointments and installation data. • Error — free data inputs. • Fully automated data entry from the meter back to the utility billing software with data verification checks along the way. • In the field bar — code scanning of meter data. • Customized installation information captured with wireless handholds. • GPS coordinate capture. • Ability to capture installation pictures. Inventory Control • Tracking of received meter shipments by meter size and serial number. • Assignment of meters to installers and tracking to installed location. Scheduling & Installation Coordination • Proven efficiency managing installers schedules to achieve the highest level of meter installs per day. • Real- time management of installers schedules. Filtering of daily changes of the schedule to the installation team. • Management of installers to work a flexible schedule to meet residents' needs without creating overtime. • City Management can access a password protected section of the scheduling software to check the progress of each section of town. • Savings over traditional installation methods. • 24/7 Support staff. • Installer Mileage tracking tool. Page 10 of 10 157 .0 FERGUSON Waterworks Company Profile Our company was formed in 1998 with the merger of two companies whose roots go back to the 1950's, Davies Water Equipment Company of Minneapolis, MN and Northern Water Works Supply of Fargo, ND, and recently purchased by Ferguson Waterworks inc. In addition to water and sewer distribution products, we provide irrigation systems, E -One sewer pumps, geotextiles, polyethylene pipe, fusion equipment, locators, safety equipment, water meter systems, installation, and repair. Today we have over 110 employees, with offices in Fargo and Bismarck, ND; Minneapolis and St. Cloud, MN; De Kalb, IL and Madison, WI. We supply products and services to both of the Dakotas, Minnesota, Western Wisconsin, Iowa and Northern Illinois. Ferguson Waterworks is locally owned and committed to our communities, our customers, suppliers and employees. We exist to make a positive impact on our customers' businesses as well as in our employees' lives. Meter Division The company has been a Neptune Meter distributor since 1975. In 2000, we formed a Water Meter Systems Division to put our company in a position to participate in the fast growing AMR industry. Today we employ ten full -time employees who are strictly dedicated to water meter systems. We are the exclusive Neptune Level I distributor for Minnesota, North Dakota, South Dakota, Iowa, Wisconsin, and Northern Illinois. Our company stocks a wide variety of meters and parts in our Blaine and DeKalb office. Our mission is to offer the best customer service and expertise with meter sales in the industry. Installation In 2000, we formed an installation department to enhance our meter efforts. We have successfully completed turnkey projects in our marketing area. The efforts of the installation group have given us a reputation that is envied by all installation companies. Our installation group has had as many as 20 employees depending on the size of the project. We have instituted many automated procedures for data entry and web based tracking of the project so we could track multiple projects at various locations. Motor Test t it In 2000 we also created another part of the meter division, which is solely responsible for field testing and repairing water meters. We recently added the ability to in line test mainline meters, well meters, as previously all meters had to be removed from their installation to be tested else where and then returned to the actual installation. With velocity meters, the installation can influence the registration of the meter and as a result we wanted to in line test these meters. We purchased from Marsh - 1917 First Avenue North 1201 Airport Road 1694 91St Avenue NE 331 4 Avenue South 1720 State Street 5555 Irish Lane Fargo, ND 58102 Bismarck, ND 58501 Blaine, MN 55449 Sartell, MN 56377 DeKalb, IL 60115 -2617 Madison, WI 53711 701 -293 -5511 701 -258 -9700 763- 560 -5200 320- 229 -0125 815 - 756 -2800 608 - 217 -1770 Fax: 701-232-8129 Fax: 701-258-1452 Fax: 763-560-1799 15x:320- 229 -0128 Fax: 815-756-2877 Fax: 608-271-5263 n fin® ®mil rirark we-i-e C Fret relnar ®a- FERGusoN Waterworks McBimey a multi -mag, which will test velocity meters in their original location. This will test for the proper installation. This part of the meter division has seen some growth with the addition of key people. Meter Division r l Kim Foster, Meter Systems Division Manager Kim has been with the company for 10 years. He has been in the water industry since receiving an engineering degree from Iowa State University in 1975. He has served in many capacities with manufacturing and distribution over his 31 years in the industry. Currently he serves as a delegate on the Neptune Distributor Advisory Board, which is a group of Neptune distributors who assist Neptune in developing future business trends and directions. His previous position was as a partner in a business that specializes in implementing meter systems and change -out programs in the Chicago area. Kim's experience with AMR dates back to 1987 and it spans all technological systems that have been marketed to the water industry from the "Touch pad System" to the more modern "RF Technologies ". He is a software expert and will always be available with this project. Todd Phillips, Neptune Meter Systems Account Manager Todd is the Neptune Water Meter Systems sales representative. Todd is a certified software trainer and reading equipment integration trainer. He has been involved in the water meter industry since 1992. Linda Grange, Meter Installation Coordinator Linda has been with Ferguson Waterworks for 10 years. Her duties include: Data Entry, scheduling meter installation appointments, customer service issues, and aiding in customer questions and concerns. Linda's past experience includes being employed by Neptune Industries for 7 years. She was the lead person in the City of Minneapolis Telephone AMR installation project, which totaled 110,000 installations. Vannie Rugroden, Municipal Sales Coordinator Vannie started with Ferguson Waterworks in 1992. During the first five years she worked as an Estimator where she dealt with engineers and contractors on plans and specifications. Vannie heads up our inside efforts in meter sales. Some of her duties include sales support with several representatives in 5 states. She is also responsible for the purchasing of water meters and water meter accessories as well as day -to -day inventory control. Brian Rollins, Meter Installation Supervisor Brian is responsible for hiring and training the installers. He is the primary contact between the City and the installation crew to ensure the project runs as specified. Brian's experience includes overseeing the following: Sioux City, IA; Eagle Grove, IA; Iowa City, IA; Wabasha, MN; and, Minneapolis, MN. He is a Neptune Certified Tester and is in charge of our meter testing and repair service. He has been trained in confined space entry. Brian has 8 years experience working in the water meter industry. 1917 First Avenue North 1201 Airport Road 1694 91St Avenue NE 331 4 Avenue South 1720 State Street 5555 Irish Lane Fargo, ND 58102 Bismarck, ND 58501 Blaine, MN 55449 Sartell, MN 56377 DeKalb, IL 60115 -2617 Madison, WI 53711 701- 293 -5511 701- 258 -9700 763 -560 -5200 320 -229 -0125 815 -756 -2800 608 - 217 -1770 Fax: 701 - 232 -8129 Fax: 701 -258 -1452 Fax: 763 - 560 -1799 1 51x: 320 -229 -0128 Fax: 815- 756 -2877 Fax: 608 - 271 -5263 A n rune% E-Poaro rem ra@€ v . FERGusoN Waterworks Dick Wetzel, Meter Testing Consultant Dick is the sales consultant for our Water Meter Testing and Repair Service Group. He is responsible for analyzing a City's water meter infrastructure to determine any testing or repair needs. Dick has 35 years experience with water meters; spending 25 years as the Manager of Meter Operations for the City of St. Paul, MN. Jason Stoltzman, Meter Testing Technician Jason is the technician for the Meter Division; he is on board to work in the meter-testing segment of the business. Jason has been our field employee for the two-year, but comes to us with a vast knowledge of fieldwork. His experience includes maintenance of water distribution products, project management, and meter testing. His primary role is to field test meters for Municipalities where it is required to test on a specific frequency. Jason is a Neptune certified trainer and has his certification in confined space entry as well as OSHA training. Joe Strapko, Meter Division Systems Engineer Joe brings 8 years of system sales and software training with a Neptune distributor on the East Coast. Prior to working with meter system software training, Joe worked with a Utility Billing Software Company. Joe will continue to enhance our System Installations as well as turnkey projects. He will be a key person in the implementation of an automated meter reading system. installation Experience Recent project experiences are included on the following attachments: 1917 First Avenue North 1201 Airport Road 1694 91St Avenue NE 331 4 Avenue South 1720 State Street 5555 Irish Lane Fargo, ND 58102 Bismarck, ND 58501 Blaine, MN 55449 Sarteil, MN 56377 DeKaib, IL 60115-2617 Madison, WI 53711 701-293-5511 701-258-9700 763-560-5200 320-229-0125 815-756-2800 608-217-1770 Fax: 701-232-8129 Fax: 701-258-1452 Fax: 763-560-1799 16x: 320-229-0128 Fax: 815-756-2877 Fax: 608-271-5263 A n Frit d ritrarbrarflonefar =err% rderearcks- 0 FERGUSON® Waterworks NWWS — Meter Replacement Installation Experience: City Contact Number and type City of Oakdale Brian Bachmeier R900i Oakdale, MN 651 -730 -2730 11,000 City of St Paul Jerry Ludden R900i St Paul, MN 651- 266 -6853 94,000 City of Roseville Duane Schwartz R450 Fixed Network Roseville, MN 651 - 792 -7041 12,000 City of Sioux City Mike Kuhlman 27,000 meters 405 6 ST. 712 - 279 -6908 AMR/TELEPHONE Sioux City, IA 51101 INBOUND City of Brooklyn Park Jon Watson 20,200 Meters 5200 85 AVE No. 763 - 493 -8008 AMR /DRIVE -BY R900 Brooklyn Park, MN 55443 City of Coon Rapids Rick Bednar 22,000 Meter Installs 11155 Robinson Dr. NW 763 - 767 -6576 R9001 Coon Rapids, MN 55433 City of Richfield Robert Hintgen 11,500 Meter Installs 6221 Portland Ave 612 -861 -9165 AMR /DRIVE -BY R900i Richfield, MN 55423 City of Iowa City Ed Moreno 12,000 Meters and Upgrades 2551 N. Dubuque Street 319- 356 -5162 AMR /DRIVE -BY R900 Iowa City, IA 52240 -1826 City of Brooklyn Center Mark Hartfiel 9,800 Meters 6301 Shingle Creek Parkway 763 - 238 -9785 R9001 Data Logger Brooklyn Center, MN 55430 City of Polk City Mike Schulte 1,250 Meters and Upgrades 112 3rd Street 515- 984 -6233 AMR /DRIVE -BY R900 Polk City, IA 50226 Village of Channahon Bruce Viackus 3,500 Meter Installs 24555 South Navajo 815- 467 -6644 R900 Channahon, IL 60410 161 0 FERGUSON® Waterworks NWWS — Meter Replacement Installation Experience: City Contact Number and type City of Shorewood Larry Brown, PE 2,600 Meter Installs 5755 Country Club Rd 952- 401 -1637 R9001 Drive -By Shorewood, MN 55331 City of Excelsior Dave Wisdorf 800 Meter Installs 339 Third Street 952- 474 -5233 89001 Drive -By Excelsior, MN 55331 City of Eagle Grove Ryan C. Heiar 1,600 210 East Broadway Avenue 515 - 448 -4343 AMR /DRIVE -BY R900 Eagle Grove, IA 50533 City of Wabasha Dave Vosen 2,200 900 Hiawatha Drive E. 651 -565 -3818 AMR /DRIVE -BY R900 Wabasha, MN 55981 City of Garner Scott Ginapp 1,300 R9001 135 W. 5th St Brent Hinson AMR /DRIVE -BY Garner, IA 50438 (641) 923 -2588 City of Coralville Kevin Callahan 350 Meters 1512 7th St 319- 351 -1830 R900 w /E- Coders Coralville, IA 52241 -6751 City of Prior Lake Ralph Teschner 5,600 16200 Eagle Creek AVE S.E. 952- 447 -9841 AMR/ Fixed Network Prior Lake, MN 55372 City of Union Tim Pace 100 Meters P.O. Box 102 815 -923 -4153 R900 Union, IL 60180 Village of Turtle Lake Cory Davis 400 Meter Installs and 114 Martin Ave East 715 - 986 -2820 Upgrades Turtle Lake, WI City of North Sioux City Randy Fredericksen 1,100 Meter Installs 504 River Drive 605 - 232 -4276 R900 Drive -By North Sioux City, SD 57049 162 FERGUSON® Waterworks City of Mayville Byron Kleven 750 Meter Installs Mayville, ND 58257 701-788-3433 R900i Drive-By City of Lakeville Ken Seurer 3,800 18400 Ipava Ave 952-985-2740 AMR/Touch Pad & R900 Lakeville, MN 55044 City of Lake Elmo Tom Bouthilet 250 Meter Installs Lake Elmo, MN 651-777-5510 R900i Drive-By Meter Cut-In recent projects experience: City Contact Number and type City of Willow Lake Melanie Schmidt 150 Cut-ins Willow Lake, SD 57278 605-625-3631 City of Sabin Rich Hayes 178 Cut-ins Sabin, MN 56580 218-329-7934 City of Watson Mark Radtke 100 Cut-ins Watson, MN 56295 320-269-8497 City of Holloway Merlin Schulz 159 Cut-ins Holloway, MN 56249 320-394-2300 City of Jud Arlen Elhard 54 Cut-ins Jud, ND 58454 701-685-2693 City of Ellendale Steve Louks 320 Cut-ins 110 6 Ave West 507- 684-2681 Ellendale, MN 56026 City of Dazey Gary Hare 52 Cut-ins Dazey, ND 58249 701-733-2102 163 0 FERGUSON® Waterworks NWWS - R900 Customers in Minnesota: City Contact Number and type City of Oakdale Brian Bachmeier R9001 Oakdale, MN 651 -730 -2730 11,000 City of St Paul Jerry Ludden R9001 St Paul, MN 651- 266 -6853 94,000 City of Roseville Duane Schwartz R450 Fixed Network Roseville, MN 651 - 792 - 7041 12,000 City of Albertville John Middendorf R900i Albertville, MN 763- 497 -0179 2,500 City of Albert Lea Don Eckhart R900 /R9001 Albert Lea, MN 507 - 383 -2081 1,500 City of Arlington Paul Christensen R900i Arlington, MN 320- 420 -5367 2,200 City of Brooklyn Center Mark Hartfiel R9001 Brooklyn Center, MN 763- 585 -7103 9,800 City of Brooklyn Park Jon Watson R900 Brooklyn Park, MN 763 - 493 -8008 21,000 City of Cannon Falls Barry Underdahl R900 /R9001 Cannon Falls, MN 507 - 291 -0455 500 City of Chaska Dean Hylland R900 /R9001 Chaska, MN 952- 227 -7733 7,000 City of Clearwater Bob Pavru R9001 Clearwater, MN 320- 290 -2233 1,200 City of Coon Rapids Rick Bednar R9001 Coon Rapids, MN 763- 286 -0280 22,000 164 FERGUSON® Waterworks NWWS - R900 Customers in Minnesota: City Contact Number and type City of Excelsior Dave Wisdorf R900i Excelsior, MN 952-474-3464 2,400 City of Ellendale Jim Johnson R9001 Ellendale, MN 507-684-2681 320 City of Forest Lake Mike Tate R9001 Forest Lake, MN 651-209-9733 250 City of Jordan Tom Nikunen R900i Jordan, MN 952-492-2535 1,500 City of Lake Elmo Tom Bouthilet R9001 Lake Elmo, MN 651-777-5510 1,250 City of Lakeville Ken Seurer E-Coder & R9001 Lakeville, MN 952-985-2740 3,800 City of Maple Grove Jim Sadler R900/R900i Maple Grove, MN 763-494-6377 3,000 City of Maplewood St Paul R9001 Maplewood, MN City of Mendota Heights St Paul R9001 Mendota Heights, MN City of Mounds View Mike Schnur R900 Mounds View, MN 763-717-4050 2,000 City of New Brighton Dave Olsen R9001 New Brighton, MN 651-638-2110 2,500 City of North Branch Russ Good R9001 North Branch, MN 651-674-7100 1,200 165 FERGUSON® Waterworks NWWS - R900 Customers in Minnesota: City Contact Number and type City of Northfield Doug Lien R900i Northfield, MN 507-645-3051 6,000 City of Olivia Dave Ervin R9001 Olivia, MN 320-522-0344 1,500 City of Oakdale Brian Bachmeier R900i Oakdale, MN 651-730-2730 11,000 City of Orono Scott Oberaigner R900i Orono, MN 952-249-4600 1,000 City of Randolph Ron Taubman R9001 Randolph, MN 507-581-6382 350 City of Ramsey John Nelson R900i Ramsey, MN 763-286-0296 2,500 City of Richfield Robert Hintgen R900i Richfield, MN 612-221-6166 12,000 City of Sartel John KotenBuetal R9001 Sartel, MN 320-267-0037 1,500 City of Shorewood Larry Brown R9001 Shorewood, MN 952-401-1637 2,600 City of St Paul Jerry Ludden R9001 St Paul, MN 651-266-6853 94,000 City of Sauk Rapids John R900i Sauk Rapids, MN 320-267-4692 1,500 City of Wabasha Dave Vosen R900 Wabasha, MN 651-565-4568 2,000 166 City of West St Paul St Paul R900i West St Paul, MN City of Woodbury Dan Hanson R900 Woodbury, MN 651 - 714 -3726 167 CITY COUNCIL LETTER PEVISEq Meeting of: December 13, 2010 AGENDA SECTION: BID ORIGINATING DEPARTMENT: CITY CONSIDERATIONS PUBLIC WORKS / FINANCE MANAGER NO: ° , ITEM: Residential Water Meter Battery BY: K. Hansen W. Elrite BY: Replacement Program and Commercial Meter DATE: December 9, 2010 DATE: Replacement Program Background: In February of 1999 the City Council authorized the replacement of all residential water meters with new meters operating on a radio -read type system. The firm of U.S. Filter was awarded the contract and completed the change out of over 5,500 meters that year. The system operates on a radio communication frequency where each meter has its own battery. Issues: A. Residential Water Meter Batteries: The batteries powering the transceiver at each meter were originally advertised with a 7 -year life span. Staff has replaced approximately 300 batteries in the system to date. An increasing trend is developing where we are experiencing more failures as the batteries have exceeded their expected life, with 90 already completed this year alone. Staff contacted the original company, now called HD Supply, for pricing of new batteries and installation. At the work session of November 29 the council discussed other proposals for installation services. Staff contacted other Metro cities that have had a meter replacement program and obtained a total of three proposals, attached. When the contractor is installing new water meter batteries, they will be in homes remaining in our Sump Pump Disconnect Program (SPDP). Staff also requested pricing that would complete the SPDP for the remaining 2,350 homes, completing the entire City. The total cost of the program is as follows: SL -Serco RMR Services NWW 5,500 Batteries (HD Supply) $ 94,600 $ 94,600 $ 94,600 5,500 Battery Replacements $132,000 $101,475 $124,300 2,350 Sump Pump Inspections $ 7,050 $ 587.50 $ 0 Total Program Cost $233,650 $196,662.50 $218,900 Propo sals were received from the following vendors with total costs shown: 1 1 VpVJU1J VY V1 V received Y Vli 11Va11 the following a a ♦ vii v a✓ with . vu. vv v�.� .. .. .. ... SL- Serco: $139,050 RMR Services: $102,062.50 Northern Water Works: $124,300 In the 2009, 2010, and 2011 budgets, staff budgeted $75,000 (annually) for the water meter battery replacements in Water Capital Improvements, Fund 651- 49430 -xxxx. B. Commercial Meter Replacements: Currently, the City of Columbia Heights has approximately 382 non - residential meters that have not been replaced in the last 30 (or more) years. Many of these meters may be inaccurate due to their age, especially at low flow. As meters are essentially the cash register for water consumption, it is critical to have accurate readings to reduce or eliminate inaccurate meter readings. A couple of recent cases provide a perfect example. Meters were recently replaced at 5001 University, 1555 40 Avenue NE, 965 40 Avenue NE and 528 40 Avenue, providing new and accurate readings. In each of these cases, inaccuracies were in the range of 0.5 -3x prior billing volumes (under reading). Financing of the commercial water meter replacement could be handled with an internal inter -fund loan. The Capital Equipment fund would be one source for this loan to the Water Department Construction fund. Staff recommends collecting the cost from the property owners over a five -year period. This could be done as a surcharge added to the CITY COUNCIL LETTER Meeting of: December 13, 2010 AGENDA SECTION: BID ORIGINATING DEPARTMENT: CITY CONSIDERATIONS PUBLIC WORKS / FINANCE MANAGER NO: ITEM: Residential Water Meter Battery BY: K. Hansen W. Elrite BY: Replacement Program and Commercial Meter DATE: December 9, 2010 DATE: Replacement Program utility bills of the properties receiving new meters. I would also recommend looking at a discount to property owners for paying the full cost up front. This could greatly reduce the amount of the internal loan. The total number of non - residential meters by size is as follows: TOTAL BY METER SIZE Section 1 Section 2 Section 3 TOTALS .58 18 54 32 104 .75 9 32 9 50 1.0 29 69 45 143 1.5 42 41 24 107 2.0 12 22 13 47 3.0 2 6 12 20 4.0 1 2 3 6.0 1 1 Unknown 1 2 3 Staff is requesting authorization to seek bids to provide a turnkey Commercial Meter Replacement and Installation Program including upfront mailings, scheduling services and setting appointments, providing and completing records forms, installation of new meters and MXU's, all miscellaneous supplies and providing the City with completion data. Recommended Motion: Move to authorize the purchase of approximately 5,500 water meter batteries from HD • . of $ 600 and to _._� with RMR Services Blain Supply in the amount ul ,D7`F,ovv; 4.IlU W accept the proposal t111UcltJ(J1VVG a contract Wlttt i�iv11..7crviCcs of Blaine, Minnesota for the installation of City provided water meter batteries citywide in the amount of $101,475; and $587.50 for approximately 2,350 SPDP inspections. Recommended Motion: Move to order the Advertisement for Bids for the Commercial Meter Replacement and Installation Program, City Project Number 1105. Attachment: Water meter battery change out proposals (3) COUNCIL ACTION: