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HomeMy WebLinkAbout02/07/2011 Work Session CITY OF COLUMBIA HEIGHTS Mayor Gcuy 1,. Puersun Councilm Robert 4. VVillhnm 590 40 Avenue NE, Columbia Heights, MN 55421 - 3878 (763)706 - 3600 TDD (763) 706 - 3692 Bruce Nawmcka am Tatrum cra IJiehm Visit our website at www.ci.coiumbia - hei hts.nm.tis l stlwo r City RIanagcr Walter R. /ehst ADMINISTRATION NOTICE OF CITY COUNCIL MEETING * * * * * * * * * * ** to be held in the CITY OF COLUMBIA HEIGHTS as follows: Meeting of: COLUMBIA HEIGHTS CITY COUNCIL Date of Meeting: FEBRUARY 7, 2011 . Time of Meeting: *7:00 P.M. Location of Meeting: CONFERENCE ROOM 1 Purpose of Meeting: WORK SESSION 1. Discussion on Rental and Code Enforcement Ordinance Modifications 2. City Hall renovations and Security Improvements 3. Electronic Signs/ Additional information on Driveway and Fence ordinances 4. Status of Six Cities WMO 5. Suburban Rate Authority (discussion) *Council members will attend the Boxing Open House at 6:00 p.m. in the old Fire Bay. The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for handicapped persons are available upon request when the request is made at least 96 hours in advance. Please call the City Clerk at 763 - 706 -3611 to make arrangements. (TDD /706 -3692 for deaf or hearing impaired only) «1 CITY COUNCIL LETTER Work Session Meeting of: February 7, 2011 AGENDA SECTION: ORIGINATING DEPT.: CITY MANAGER NO: Community Development APPROVAL ITEM: Discussion on rental and code BY: Community BY: R ;-' enforcement ordinance modifications. Development, Fire and Police tL� / 4" DATE: February 2, 2011 Background: Over the last three years Community Development, Police, Fire and Public Works have been working on the goal of making neighborhoods livable. The joint efforts have centered on code enforcement, inspections and various city housing actions. The focus of these efforts has been on Circle Terrace and Sheffield neighborhoods and ensuring that citywide foreclosures are managed. Proposed Ordinance Amendments /Additions Requiring Crirninal Background Checks: New Ordinance- The conclusion of the Police Department is that many landlords are not well informed about the history of their tenants, or are unaware that the tenant had allowed another person to move in with them who turned out to be one with a troubled criminal history. Other cities that we have surveyed often have a requirement of a criminal background check for perspective tenants. While this practice is already commonplace amongst most responsible landlords it should be a requirement of anyone wanting to rent a property. Depending on the criminal history background method, a simple criminal history check can inform a landlord of potential trouble at no cost (MN Violations Only). Thus, a landlord can enter into a lease with a renter with critical information in hand to establish a plan should there be problems after initiating a lease. The landlord would be required to keep the background on file for the duration of the lease and allow access to these files by the police department. Remove From Ordinance -The Police Department is no longer able to provide this service due to changes in MN State Statutes. § 5A.411 BACKGROUND CHECKS. For the protection of local residents, property owners, tenants, and the overall public safety of the community, the Police Department is hereby authorized to conduct Minnesota criminal history checks for the purpose of screening potential tenants of real property, subject to the following conditions: (A) A request is made by the property owner /landlord in writing; (B) A signed consent form from the subject of the check is received by the Police Department; (C) Authorization is received from the subject of the check to release said information to the property owner /landlord; (D) The purpose and use of said information is solely for assisting in the screening of potential tenants. Criine Free /Drug Free Language: Ordinance Amendment -The police department has been administering the portion of the housing maintenance code relative to enforcing the crime free /drug free requirement for property owners to end tenancy's with renters who violate certain statutes. The sections, 5A.410(4)(C) and 5A.410(4)(F), have generally been effective to give landlords the tool they need to end a lease with problem tenants. However, the police department started to notice that some landlords with multiple Columbia Heights properties would move that problem tenant to another of the owned properties in Columbia Heights only to have disorder start there at the hand of that tenant. This proposal aims to eliminate that problem. Storage containers (garbage cans): Ordinance Amendment — refuse containers must be removed from the curb line with 24 hours after scheduled collection. This amendment will allow notification to be in person or mail and will allow a citation to be issued if there is a violation. This amendment will also allow for only one notice before action can be taken, on properties that have had been notified of the same violation within a 12 month period. Outside storage: Ordinance Amendment- Outdoor storage is not permitted in the residential districts. This amendment will allow for notification to be in person or mail and will allow for a citation to be issued if there is a violation. This amendment will also allow for only one notice before action can be taken, on properties that have had been notified of the same violation within a 12 month period. Grass Ordinance Amendments and Policy Change: Ordinance Amendment- Currently a property is posted and a letter is sent to owners who are found to be in violation of long grass. By adding the language "posted on property" as a noticing method this change would allow a posting to be the minimum notice required. On many foreclosed and vacant properties letters came back or owner information was not known. Currently property owners are given four days to comply. City code states the four days are from the date of mailing. We are proposing to change this to four days from the date of notice so it would work with either mailing or posting the property. Policy change: Currently when the City's contractor cuts a property we consider that action a prior violation for future inspections. If a property has a prior violation we do not need to notice the property owner when new violations are found within that year, these second violations are automatically sent to the contractor. During the summer of 2010 the Fire Department had dozens of properties that only cut their Lawns when we gave them notice. Since they cut their lawns in the time given we did not have to send out the contractor. This is not a good use of our time. The ordinance is written so that "noticing" a property is all that is needed to be considered a prior violation. From a policy change the Fire Department is recommending using the code the way it is written which would allow us to automatically send those reoccurring violation properties that do cut their lawns in the given timeframe, to the contractor for cutting. Public Nuisance Ordinance Amendment and Resolution Change: Resolution change: The new Chapter 4, Article 7 of City Code would be added, along with Section 8.202(I) to the list of Public Nuisances approved by the City Council for immediate abatements. This will ensure that all aspects of the garbage and refuse ordinances are included since it now has language in Chapters 4 and 8 of City Code. Ordinance change: The abatement section of Chapter 8, Article II is being updated to more closely resemble the types of inspections that are made and to add the process for Immediate Abatements to the ordinance. The process for Immediate Abatements will closely resemble the process for grass inspections, especially for reoccurring problems at the same property. Property Maintenance Amendment: Section 5A.205 will have proposed changes that will add the new Chapter 4, Article VII to ensure all aspects of garbage an refuse is covered by this Code chapter. The current code language for screening dumpsters will be eliminated and replaced with a deferral to the new language of section 9.106(C)(5) being proposed by Community Development. This will eliminate any differences or confusion between code sections. Dumpster Enclosures: Ordinance Amendment- Currently the ordinance requires trash enclosures for three or more family dwellings and commercial properties to screen the trash enclosures. There is no mention of location or setbacks from property lines and no requirement for a gate. There are a number of properties throughout the city that do not meet these screening requirements. The ordinance amendment would require a certain location, setback, and screening on all four sides. Staff also suggests giving multi- family properties one year to conform to this amendment. Attachments: Proposed Amendment language COUNCIL ACTION: Criminal Background Checks: (New Ordinance) Criminal Background Check. The city of Columbia Heights is interested in Rental Property Owners being well informed about prospective renters past criminal history, regardless of whether or not the owner decides to enter into a lease with the prospective tenant. Therefore, the licensee shall conduct criminal background checks on all prospective tenants. The criminal background check must include the following: a) A statewide (Minnesota) criminal history check of all prospective tenants covering at least the last seven years. The checks must be done "in- person" or by utilizing the most recent update of the state criminal history files (see appendix for information on no -cost website); b) A statewide criminal history check from the prospective tenant's previous state of residence shall be conducted if the tenant is moving directly from the previous state; c) A criminal history check of any prospective tenant in their previous states of residence shall be conducted covering the last seven years if they have not resided in Minnesota for three years or longer; d) A statewide (Minnesota) court history check of all prospective tenants covering at least the last seven years. This check can be done utilizing the most recent update of the Minnesota courts database (see appendix for information on no -cost website); e) Any company that the licensee contracts with to conduct criminal history checks must meet the same standards established above. f) Documentation of the criminal background checks must be kept on file by the property owner for the length of the tenant's lease. The lessee must display documentation of the background check upon request by the police department, g) If the licensee fails to comply with the requirements of this section, the rental dwelling license for the premises may be denied, revoked, suspended, or not renewed. An action to deny, revoke, suspend, or not renew a license under this section shall be initiated by the City Council at the request of the Police Department in the manner described in city code section 5A.408. Recommended changes to 5A.410 Conduct on Licensed Premises /Crime Free /Drug Free and Disorderly Use Lease Requirements Under Non Exclusive Remedies 5A.410 5A.410(4)(C) —Crime Free /Drug Free Violations: Upon determination by the Police Department that a licensed premises or unit within a licensed premises was used in violation of the Crime Free /Drug Free provisions of Subsection (A)(1) herein, the Police Department shall cause notice to be made to the owner and property manager of the violation. The owner or property manager shall notify the tenant or tenants within ten days of the notice of violation of the Crime Free /Drug Free lease language and proceed with termination of the tenancy. The owner shall not enter into a new lease for a unit located in the a unit located in any licensed property within the City of Columbia Heights with an evicted tenant for a period of one year alter the eviction. 5A.410(4)(F) —Third Disorderly Use Violation If a third Disorderly Use violation as determined by the Police Department occurs within a continuous twelve -month period involving the same tenancy, the Police Department shall cause notice to be made to the owner and property manager of the third violation. The owner or property manager shall notify the tenant or tenants within ten days of the Notice of Disorderly Use violation of the Crime Free /Drug Free lease language within the lease and proceed with termination of the tenancy of all tenants occupying the unit. The owner shall not enter into a new lease for .. : - • - - ..' • . : - - . . - • : = : : • . - - - •' • . -. a unit located in any licensed property with an evicted tenant within the City of Columbia Heights for a period of one year after the eviction. 8.301 Storage Containers (E) (1) .....Garbage and recycling containers must be removed from the curb line within 24 hours after scheduled collection, and cannot be placed on the curb line more than 24 hours before scheduled collection. If a violation exists the inspector shall notify the affected property owner that the situation must be eradicated, in the manner prescribed by the inspector. Such notice may be served personally or may be served by mail. The notification shall state that the city will fine the property owner and will take appropriate remedial action to eradicate the situation, with a charge to the property owner for costs. For properties for which there have been one or more notices issued within the prior 12- month period, compliance with Division E shall be required. For those properties, the first notice issued within a 12 -month period shall contain a general notice that the city may abate and fine for future violations without providing additional specific notice of violation. 5A.202 Exterior Property Areas (B) Outside Storage. Outside storage of articles including, but not limited to, equipment, construction materials, excess soil, garbage, rubbish, yard waste, recyclables, hazardous waste, items not designed for exterior use, and maintenance equipment shall not be allowed. If a violation exists the inspector shall notify the affected property owner that the situation must be eradicated, in the manner prescribed by the inspector. Such notice may be served personally or may be served by mail. The notification shall state that the city will fine the property owner and will take appropriate remedial action to eradicate the situation, with a charge to the property owner for costs. For properties for which there have been one or more notices issued within the prior 12- month period, compliance with Division B shall be required. For those properties, the first notice issued within a 12 -month period shall contain a general notice that the city may abate and fine for future violations without providing additional specific notice of violation. Proposed Changes to Chapter 4, Article II § 4.203 WEED REMOVAL (B) The weed inspector or delegated assistant shall notify the affected property owner that weeds which are on his property, must be eradicated, or controlled, in the manner prescribed by the inspector. Such notice may be posted on the property, served personally or may be served by mail. (1) The notification shall require abatement of the weeds, or other prescribed action, within four days from the date o€ —ling of notice. Proposed Changes to Chapter 5A, Article II § 5A.205 RUBBISH, GARBAGE, RECYCLING, AND COMPOSTING (B) Disposal of rubbish. Every occupant of a structure shall dispose of all rubbish in a clean and sanitary manner as established by city code. Rubbish, garbage, recycling, yard waste, and appliances shall be placed in accordance with Chapter 4, Article VII and Chapter 8, Article III of the city code. (C) Rubbish, garbage, recycling, and composting. Rubbish, garbage, recycling, yard waste, and composting shall be regulated in accordance with Chapter 4, Article VII and Chapter 8, Article III of the city code, which is incorporated herein by reference. Exposure of unused refrigerators or containers to children shall meet the requirements of M.S. § 609.675. (E) Screening. • :. •• ; • • . • . • • . . ; • ..• •: • , ., , , ; , • ":.•: •••• • • Screening shall conform to 9.106(C)(5) of city code, which is incorporated herein by reference. Proposed Changes to Chapter 8, Article II § 8.206 ABATEMENT (C) Emergency ; ; . •; ' • • • abatement. In cases of emergency, where delay in abatement required to complete the notice and procedure requirements set forth in subdivisions (A) and (B) of this section will permit a continuing nuisance to unreasonably endanger public health, safety or welfare, the City Council may order an emergency immediate abatement of the nuisance. • • .. • • : , shall --oeeuf: Nothing in this section shall prevent the city, without notice or other process, from immediately abating any condition which poses an imminent and serious hazard to human life or safety. (D) Immediate abatement. •• • _ • • • • : • • • •• • . . • •• •• • ... , • • ; • , The City Council may, by resolution, identify specific violations of City Code as a public nuisance in which an immediate abatement shall occur. (1) Whenever the officer charged with enforcement determines that such public nuisance is being maintained or exists within the city, the officer shall provide notice thereof, and that such nuisance be terminated or abated. The notice of violation shall specify the steps to be taken to abate the nuisance and the time within which the nuisance is to be abated. Such notice may be posted on the property, served personally, or may be served by mail. (2) The notification shall state that the city will take appropriate remedial action to abate the public nuisance upon expiration of the prescribed notice, with a charge to the property owner /property for costs. (3) For properties for which there have been one or more notices issued within the prior 12 -month period, compliance with subdivisions (1) and (2) shall not be required. For those properties, the first notice issued within a 12 -month period shall contain a general notice that the city may abate future public nuisances without providing additional specific notice of the public nuisance. (E) The city shall cause the removal or other prescribed action of any public nuisances located on public property; or on private property, upon expiration of the prescribed notice to the owner. (F) For the purpose of this section, the following definition shall apply. OWNER. The person who is listed as the contact person on any current rental licensing application on file with the city, if any, or if none, the person listed as owner by the County Assessor on the homestead record, or if none, the taxpayer as shown by the records of the County Assessor. Mayor: Gary L. Peterson Councilmembers: Bruce Nawrocki Bobby Williams Tammera Diehm Donna Schmitt City Manager: Walter R. Fehst COLUMBIA HEIGHTS COMMUNITY DEVELOPMENT DEPARTMENT DATE: February 7, 2011 TO: Mayor Peterson, City Council Members FROM: Jeff Sargent, City Planner RE: Trash Enclosure Screening As a part of the Sheffield Neighborhood Action Plan initiative, staff has been looking for mechanisms to better beautify the Sheffield neighborhood and the city as a whole. One way that the city could accomplish this is through a text amendment that would require better screening of trash handling equipment (dumpsters) throughout the city. As staff has been patrolling the Sheffield neighborhood, as well as the city, it has become apparent that dumpster enclosures need to be screened more appropriately. At this time, the Code requires the following screening: "For all uses other than one- and two family dwellings, trash and/or recycling collections areas shall be enclosed on at least three sides by an opaque screening wall or fence no less than six feet in height. The open side of the enclosure shall not face any public street or the front yard of any adjacent property. " There are some concerns that staff has regarding this language. First, there is no mention as to where on the property the storage area should be located, nor how close to the property lines the storage area may be. Second, there is no requirement for a gate. Oftentimes, the dumpsters are not always screened from adjacent properties because the open side of the enclosure is still visible, even if it does not "face any public street or the front yard of any adjacent property ". Last, there are a number of properties throughout the city that do not meet the screening requirement, by not providing any dumpster enclosure at all. Staff proposes the following language to amend the current ordinance: "For all uses other than one and two family dwellings, trash and /or recycling collections areas shall be located in the side or rear yards only, located no closer than one (1) foot from any side or rear property lines. The trash and /or recycling areas shall be architecturally screened utilizing a 6-foot wall with the same exterior facing material as the principal structure and shall include an opaque latchable gate ". The proposed language establishes the proper location on the property, as well as proper setbacks to the property lines. It also requires an opaque and latchable gate in order to screen the fourth side of the enclosure. Staff also proposes to be proactive with this ordinance by requiring all multi- family residential properties to conform to the new regulations within one year of the adoption of the ordinance. We feel that this is essential in building a community image that would be beneficial to all residents. CITY COUNCIL LETTER MEETING OF: FEBRUARY 14, 2011 AGENDA SECTION: CONSENT ORIGINATING DEPT: CITY MANAGER NO: CITY MANAGER APPROVAL ITEM: CITY HALL RENOVATION AND BY WALT FEHST BY: , SECURITY IMPROVEMENTS DATE: JANUARY 28, 2011 " NO: Attached to this Council Letter is a memo from the Chief of Police dated September 1, 2009 recommending various security improvements at City Hall. Also attached is a memo from the Finance Director recommending two minor modifications to the security updates. With the Police Department moving to a new location staff feels that these improvements are essential to provide minimum security for staff in City Hall. In addition to that, they will also significantly improve overall working conditions. For years the Finance Department has worked in very cramped conditions with very limited space. These improvements will move the Receptionist and the Utility Billing Clerks to the first floor, which will provide more space for Finance Department staff that remains on the second floor. In addition to this, having the Receptionist and Utility Clerks on the first floor will provide much easier access for the general public and will eliminate the need for the general public to go to the second floor. At this time, we are requesting authorization to seek bids for the needed renovation and security improvements. RECOMMENDED MOTION: Move to authorize staff to seek proposals for security renovations at City Hall. WE:slh 1 101281COUNCIL Attachments: Chief of Police Memo Finance Director Memo COUNCIL ACTION: CITY OF COLUMBIA HEIGHTS DATE: JANUARY 28, 2011 TO: WALT FEHST CITY MANAGER FROM: WILLIAM ELRITE FINANCE DIRECTOR RE: SECURITY AT CITY HALL (PAGE 1 OF 2) In September of 2009, Scott Nadeau, the Chief of Police, had submitted a memo with recommendations for security at Columbia Heights City Hall. Since that time staff has reviewed and evaluated his recommendations and fully support them with the exception of a few items listed below. At this point Larry Pepin, the City's Building Official, under the direction and supervision of Scott Clark has prepared plans and specifications to implement the recommendations for City Hall security. At this time, Larry is prepared to go out for bids to make the necessary improvements. The following is a list of our recommendations for modifications or changes to the recommendations outlined in the Police Department report. Recommendation #5 Due to the age and type of elevator that is installed in City Hall it would be virtually cost prohibitive to install a card reader on the elevator. In lieu of this, we are recommending to install a security door with card reader in the second floor hallway just west of the elevator. This would allow individuals from the outside, entering on Mill Street, to access the elevator to the second floor but would limit them to the second floor hallway and Council Chambers. Recommendation #9 At this time the IS offices have been moved to the old Police Department administrative area. This provides adequate space for the IS Department and is working out very well. Recommendation #13 The modifications to Recommendation #5 installed a doorway in the hallway leading to the Finance and Administrative offices. Subsequently, card keys would not be necessary for the Administrative or Finance Department doors. With the modifications listed above staff is recommending the implementation of the security improvements recommended by the Police Department. In doing this we are looking at a major renovation of the old Fire Department offices. The hallway between the Fire Chief and Assistant Chief offices would be removed and this would be turned into one large work area to accommodate the two Utility Clerks and the City Receptionist. The floor in the Assistant Fire Chiefs office would be raised to the same level as the current floor in the Chief's office. The storage area above the Assistant Chief's office, which does not comply with OSHA requirements or building codes, would be removed. The current display window from the Fire Chief's office to the hallway would be upgraded to a security window equivalent to that in the new Public Safety Building. Along with this the HVAC in this office area would be upgraded. Currently the only ventilation or cooling that comes into this area is from a duct that was extended from the Community Development offices. This has been inadequate for years. Heating in this area is currently provided by an overhead space heater. Under the renovation HVAC would be controlled by one new unit for this area. Funds for this project were budgeted in 2010 and re- budgeted in the 2011 budget. The budgeted amount for renovation and security enhancements is $100,000. At this time it is anticipated that the costs will come in under this amount. If you would like any additional information on the proposed project please let me know. WE:slh 1 101281CM R COLUMBIA COLUMBIA B I HEIGHTS HEIGHTS POLICE DEPARTMENT POLICE MEMORANDUM To: Mayor Gary Peterson City Manager Walt Fehst Assistant to the City Manager Linda Magee Finance Director Bill Elrite Community Development Director Scott Clark Fire Chief Gary Gorman Assistant Fire Chief John Larkin From: Scott Nadeau, Chief of Police Subject: Recommendations for Security at City Hall Date: September 1, 2009 Please review the attached recommendations for security at City Hall that have been prepared by Sergeant Matt Markham after his Crime Prevention Through Environmental Design (CPTED) study. Please return your comments and /or suggestions prior to September 11. They will be considered and incorporated into the final version, which will be distributed the following week. kao attachment Recommendations For Security Columbia Heights city Hall cO L umBIA * , .,,,,,<1 ¶•' ef- Ry • NZ- $ � '� N pOLICE Submitted by Sgt. Matt Markham 2009 September 1, Introduction In July of 2009, Columbia Heights City Manager Walt Fehst, in addition to other senior city staff and members of the Columbia Heights City Council, requested that the Police Department make recommendations in regard to a security plan for city hall. City staff members had expressed concerns with safety due to a lack of physical barriers and security in City Hall. This concern has been heightened by the Police Department's move to the new public safety building which will physically separate the police facility from the city hall campus. The public safety move will free up space in the existing city hall complex and allow for potential departmental movement, which could aid in designing a more secure environment. In examining safety and security related issues, I have used my Crime Prevention Through Environmental Design (CPTED) training, in addition to a survey of city hall staff, to establish the recommendations outlined in this report. The goal of this plan is to suggest ways that city hall could be changed to provide staff and council members with a safer and more secure working environment. Survey On August 24 and 25, 2009, I spoke to department heads and city staff about security concerns and asked what recommendations they could provide me. Individuals I spoke to directly regarding the survey were City Manager Walt Fehst, Assistant to City Manager Linda Magee, Police Chief Scott Nadeau, Fire Chief Gary Gorman, Assistant Fire Chief John Larkin, Finance Director Bill Elrite and Community Development Director Scott Clark. The concerns and suggestions expressed were as follows: • Individuals can walk into the administrative offices at all hours of the day, and access can be gained through several different routes. • There is no point of contact for entering city hall and there is no door on the east end of the hallway that leads by the city break room and up to the back of the city council chambers. Finance Director Bill Elrite suggested putting the switchboard operator, cashier and utility billing staff in the current Fire Chief's office after is it vacated and using the existing window there to be the point of contact for city hall visitors. • Community Development Director Scott Clark suggests that it is important for his office to work closely with the cashier. Moving the cashier from upstairs to downstairs to the location across the hall from community development would be helpful to his department, and would reduce city hall foot traffic. I walked through city hall several times during normal business hours and also during a city council meeting. I noticed several points of concern. Many of my concerns were the same as those pointed out by other employees, including: • The current city hall is two levels and has been added onto several times, making the natural flow awkward. City hall has two public entrances, one on 40 Avenue and one on Mill Street. City hall can also be accessed from three back stairways that lead up from the street and the current police and fire departments. The back stairways are either secured or can be secured leading up to city hall, but they can all be accessed from public city hall hallways. • IS department offices are open during the day and can be accessed from the public hallway leading to the council chambers. The hallway leading from the IS offices to the break room does not have a door on it. There is a sign posted stating that only employees may enter. Once someone has entered the hallway they can walk up behind council members during a session or go down into the hallway that leads to the police and fire departments. From the same hallway they can walk the back way into the copy room and then into the administrative offices. • There is no security system or video surveillance in city hall. • The elevator is located just inside the Mill Street entrance, allowing anyone access to the second floor without entering the lower level hallway of city hall. • The current cashier /utility billing windows are normal windows that do not protect staff from any type of aggressive act. These were the most glaring concerns. Other concerns that might have been missed should be remedied in the recommendations. In summary, the overall concern of city staff is that the city hall is wide open as there is no access control in place. A citizen can walk into the building and go virtually anywhere they want unless confronted by staff. During my survey, I was told about a past incident where a suspect had entered an area of city hall that was designated "employees only" and stole items out of employee purses. This incident occurred because there were no physical barriers in place to keep unwanted individuals out of restricted areas and staff assumed that the suspect was supposed to be at the location. Recommendations The following is a list of recommendations that would secure city hall, control public access, allow staff to recognize who belongs in the building and hopefully better serve the public: 1. Keep the 40 Avenue entrance locked at all times and use it as an employee entrance and emergency exit only. The public could no longer enter city hall through that door. The door is already equipped with a card reader for security purposes. 2. Make the Mill Street entrance the main entrance into city hall. The Mill Street door is already equipped with a card reader. 3. Once the fire department moves to the new building, I recommend turning the current Fire Chief's office into an office for the switchboard, cashier and utility billing staff. The Fire Chief's current office has a boarded up window that can be remodeled into a bulletproof glass window, where public transactions can be done safely. The staff at the window would be the point of contact for anyone coming into city hall. With the cashier being across the hall from community development it would negate the need for most people to go any further into the building. 4. Build a wall with a door just to the west of the new cashier's window. The door would remain locked with a card reader. Staff could by remote switch let members of the public through as needed or by appointment. 5. Control the elevator by card reader and /or remote control operation by staff at cashier window. This would stop the public from bypassing the cashier window checkpoint and going directly upstairs to the administrative area. 6. The elevator and new security door leading to the stairway can be remotely unlocked for events such as council meetings where the public will need to have access. 7. The staff working the cashier window should also have computer access to immediately lock the doors leading into city hall in case of threats (e.g. bomb threat). 8. City hall can be equipped with a panic /trouble alarm that communicates directly with police via radio. The alarm can be activated by a switch in the cashier's office or by a switch located in the council chambers. The system has been purchased and is located at the new public safety building work site. Switches would have to be purchased, because the system is currently set up as a motion detector. 9. Move the IS offices to a newly vacated area that is secure. The vacated IS offices should remain locked and could be used as server or storage areas. 10. Install a door with card reader at the beginning of the hallway that leads from the current IS offices to the break room and to the northwest corner of the council chambers. 11. Install a card reader on the northwest door leading from the council chambers to the hallway that goes to the break room. 12. Keep the west door that leads from the council chambers down to the police department the way it is. The door is currently equipped with a card reader going into the council chambers, but people can exit the door without a card. This feature allows council members and staff an escape route in case of an emergency. 13. Equip the finance department door, main administrative office doors, hallway entrance to main conference room and community development door with card readers. 14. Wall up or fully enclose the current utility billing and cashier windows. 15. Use a keyed deadbolt to secure the door that leads from the current fire department kitchen area to the stairway that leads up to the city hall break room hallway. 16. Install a surveillance camera in the north/south upstairs hallway that leads into the council chambers. Install a camera in the east /west upstairs hallway that points towards the elevator. Install a camera the covers the Mill Street entrance and lower level elevator door. An outside Mill Street entrance camera would be an option. 17. The cameras should be linked to the current systems that are in the new liquor stores and 965 40 Avenue. This way, the cameras can be monitored from various locations within city hall (council chambers during meetings) and also from the new police department. 18. All non - uniformed staff as well as visitors must wear an ID card reader badge or have it in their possession. Conclusion These recommendations are extensive, but will significantly increase city hall security. Even with physical changes to city hall, nothing can be fully accomplished without staff awareness and vigilance. The Police Department is available to assist with staff awareness training if requested. 3 A Mayor: Gary L. Peterson Councilmembers: Bruce Nawrocki Bobby Williams Tammera Diehm Donna Schmitt City Manager: Walter R. Fehst COLUMBIA HEIGHTS COMMUNITY DEVELOPMENT DEPARTMENT DATE: February 7, 2011 TO: Mayor Peterson, City Council Members FROM: Jeff Sargent, City Planner RE: LED Monument Signs At this time, staff is looking into the possibility of reducing the regulated frequency between message changes from 10 minutes to 1 minute. In 2008, the City Council approved an ordinance that allowed for the use of LED signage through the Conditional Use Permit (CUP) process. In summary, the ordinance regulates the following: 1. Allows for Dynamic LED signage in all zoning districts with a Conditional Use Permit. Only religious and education institutions may utilize dynamic LED signage in residentially zoned districts. 2. Prohibits animation, scrolling, flashing, and blinking and videos on dynamic LED signs. 3. Messages may change no more frequently than once every 10 minutes in commercially or industrially zoned districts, and no more than once every 30 minutes in residentially zoned districts. 4. Dynamic LED signs may only be used in conjunction with a monument sign, and may occupy no more than 50% of the signage area. When staff initially proposed the ordinance, the intent was to create a conservative ordinance in order to give businesses time to adapt to the new regulations. There was no determination as to how many businesses would utilize LED signage, or if the frequency between allowable messages displayed would adequately serve the sign's purpose. Since the inception of the ordinance, only three businesses have received a CUP for LED signs. They are: Jeff's Bobby and Steve's Autoworld, Sonic Restaurant, and the City's municipal Liquor Store located on Central Avenue. To the best of staff's knowledge, these businesses operate their sign within the parameters of the code. Allowing business to change the message more frequently would enable more advertisements in a shorter amount of time. Businesses have expressed the desire to be able to advertise more frequently on the LED signs. The City of Columbia Heights is routinely compared to other like- cities in the metropolitan area to determine whether a proposal is consistent with what other cities have done. A survey of the 12 other cities indicated their regulations on LED signage: Anoka: "reasonable intervals" for public service information only. Brooklyn Center: 2 seconds between changes Crystal: 3 seconds between changes (time and temperature only) Hastings: 6 seconds between changes New Brighton: 8 seconds between changes Hopkins: LED signage not allowed New Hope: 5 seconds between changes Richfield: 1 minute between changes Shoreview: LED signage not allowed South St. Paul: 8 seconds between changes West St. Paul: 8 seconds between changes White Bear Lake: LED signage not allowed 36 Mayor: Gary L. Peterson Councilmembers: Bruce Nawrocki Bobby Williams Tammera Diehm Donna Schmitt City Manager: Walter R. Fehst COLUMBIA HEIGHTS COMMUNITY DEVELOPMENT DEPARTMENT DATE: February 7, 2011 TO: Mayor Peterson, City Council Members FROM: Jeff Sargent, City Planner RE: Barbed Wire Fences At the January 10, 2011 City Council meeting, a question was raised whether it was necessary for the city to allow barbed wire fences. The proposed text amendment regarding fences requires a Conditional Use Permit for any future barbed wire fence, and only allows for such fences in industrially zoned districts. A survey was conducted of the other "like- cities" that Columbia Heights is routinely compared to, in order to determine whether those cities allow for barbed wire fences. Staff also looked at other first -ring suburbs. Cities that allow in Commercial or Industrial Districts: Anoka: Commercial and Industrial Hastings: Commercial (w /CUP), permitted in industrial Hopkins: Industrial only New Brighton: Industrial only New Hope: Commercial and Industrial Shoreview: Industrial only West St. Paul: Commercial and Industrial White Bear Lake: Commercial and Industrial Roseville: Commercial and Industrial St. Louis Park: Industrial and Public Service Uses Robbinsdale: Commercial and Industrial Golden Valley: Industrial only Fridley: Commercial and Industrial Cities that do not allow barbed wire fences: Brooklyn Center Crystal Richfield South St. Paul Brooklyn Park St. Anthony RECOMMENDATION Staff recommends that properties within the Industrial District should be allowed to utilize barbed wire fences as an added security measure, but only through the Conditional Use Permit process. Staff also proposes that additional language should be added to the Zoning Code to specify the type of barbed wire fence that may be used. "Barbed wire fences may only utilize a projecting arm to support the barbed wire commencing at a point no less than six (6) feet above the ground, and at no point shall the projecting arm encroach into the City right -of -way or neighboring properties" v : i f 3 k y'a '` t, 1,/� N , . ,, om' 3c- Mayor: Gary L. Peterson Councilmembers: Bruce Nawrocki Bobby Williams Tammera Diehm Donna Schmitt City Manager: Walter R. Fehst COLUMBIA HEIGHTS COMMUNITY DEVELOPMENT DEPARTMENT DATE: February 7, 2011 TO: Mayor Peterson, City Council Members FROM: Jeff Sargent, City Planner RE: Driveway Permits At the January 10, 2011 City Council meeting, staff presented the Council with a text amendment proposal allowing for driveways to encroach as close at one (1) foot from the side property line for those lots less than 60 feet in width. At that meeting, staff proposed that the City initiate the requirement for a permit for the construction of all new driveways throughout the city. Staff feels that driveway permits would be necessary in order to regulate the placement of the driveways on the property, ensure that the proper drainage requirements are met, and to check that the maximum impervious surface coverage on properties within the Shoreland Overlay District are adhered to. Staff proposes that driveway permits shall be required for all new driveways and the replacement of existing driveways. If a driveway or parking pad to be replaced does not currently meet the setback requirements, staff will consider that driveway as a legally non- conforming structure and will allow for its replacement in the same location. SUGGESTED PERMIT FEE The City of Columbia Heights is routinely compared to other like - cities in the metropolitan area to determine whether a proposal is consistent with what other cities have done. A survey of the 12 other cities indicated that 8 require driveway permits. These cities, along with the permit fees are as follows: White Bear Lake: $30 New Hope: $25 Crystal: Based on value of job Hopkins: $40 Richfield: $35 Shoreview: Based on value of job West St. Paul: Based on value of job North St. Paul: $45 Based on these numbers, staff proposes a permit fee of $35. SHORELAND OVERLAY DISTRICT At the January 10, 2011 City Council meeting, a question was raised whether the requirement for a driveway permit would be repetitive for the Shoreland Overlay District. Currently, provisions in the Shoreland Overlay District state that "grading and filling and excavations necessary for the construction of structures and driveways under validly issued building permits for these facilities do not require the issuance of a separate shoreland grading and filling permit ". This statement only refers to grading and filling permits, and does not address the requirement for a driveway permit. Requiring a driveway permit would not change the current status of the Shoreland Overlay District and would not be repetitive to what is currently required. The importance of a driveway permit, especially for the Shoreland District properties, is that it would allow for better monitoring of impervious surface requirements. The city requires that no more than 35% of the lot area for all zoning districts, with exception of the CBD, in which impervious surface lot coverage shall not exceed 90 %, be covered with hard surfaces, Currently, there is no mechanism in place for the city to ensure that properties within the Shoreland District are not exceeding 35% lot coverage by constructing or expanding new driveways. INSPECTION PROCESS The proposed $35 permit fee would cover staff time necessary to ensure proper placement of the driveway on the property, as well as proper impervious surface coverage for those lots located within the Shoreland Overlay District. During the actual inspection, the inspector would only be checking for proper drainage and placement of the driveway on the property. The quality of the work would not be inspected, as there is no set standard for that type of work. CITY COUNCIL LETTER Meeting of: 2/7/11 AGENDA SECTION: WORK SESSION ORIGINATING DEPARTMENT: CITY MA AG y PUBLIC WORKS / ITEM: SIX CITIES WATERSHED MANAGEMENT BY: K. Hansen BY: ORGANIZATION: Status of WMO DATE: 2/2/11 DATE: Background: (The 6 Cities WMO was previously discussed with the Council on August 2 and March 1 2010). The Six Cities Watershed Management Organization (SCWMO) was formed on December 30, 1983 through a Joint Powers Agreement under the authority conferred to the member parties in 1982 through the Metropolitan Surface Water Management Act. The cities are comprised of Blaine, Columbia Heights, Coon Rapids, Fridley, Hilltop and Spring Lake Park. Approximately 90 percent of the land area of Columbia Heights is in the Six Cities WMO. See attached location map. The WMO Plan was last updated and approved by all member cities in 1998. As required by Minnesota Statutes, the WMO must update its plan at least every ten years, and make any necessary changes to the JPA. Analysis /Conclusions: The Board of Soil and Water Resources (BWSR) has been contacting WMO organizations to review 2007 legislative changes with the WMO Boards. These changes are focused on monitoring the performance and activities of local water management entities and establishing Plan standards. BWSR has clearly indicated that the WMO will need to have significant modifications to the plan based on 2007 legislation and their interpretation of the Rules (Statute 103B and MN Rules 8410). The WMO completed an update (3` generation) to the Six Cities Water Management Plan at the end of 2009. An updated plan requires that the Joint Powers Agreement, JPA, also be amended. The Plan provides that the Six Cities WMO has historically left planning and financing capital improvements up to the individual member cities. The WMO instead has focused on water quality initiatives, promoting educational resources and opportunities, and storm water boundary issues involving more than one member city. Major capital improvements were identified in the proposed 3` Generation Plan in the Cities ofBlaine and Coon Rapids, and to a lesser extent in Fridley related to Springbrook. July 2010 - Significant Issue: The City ofBlaine informed the SCWMO in July that it is their intent to petition to withdraw from the SCWMO and will not be signing a new JPA, without a provision that allows member Cities to withdraw from the WMO. This presents a significant wrinkle in the moving forward under the original premises of the WMO. The reasoning Blaine has indicated is financial. One of the components of the new plan is incorporating a 10 -year Capital Improvement Plan (CIP) into the plan. Significant improvements were identified involving Blaine. Blaine's position is to petition Coon Creek Watershed District to incorporate all of the Blaine area into the watershed district. This is contrary to the original formation of the WMO by keeping costs low and surface water improvements at the local level for responsibility. The cities of Coon Rapids and Fridley looked at a cost comparison of adjacent watershed districts to the new SCWMO plan requirements and found that the WMO was generally 2 to 3 times lower than what the watershed district would tax at for average priced homes in their communities (excluding capital improvements). This presents a dilemma for the WMO for continued operations. While BSWR has indicated the SCWMO could reform as the five cities WMO — losing Blaine will impact costs to the remaining cities. Blaine represents 15.75% of the annual SCWMO budget. Additionally, it is unknown at this time if Blaine's request would follow municipal boundaries or watershed (drainage area) boundaries — involving the City of Coon Rapids. It was suggested at the last board meeting to organize a joint meeting with all member cities along with elected officials to discuss the continuation of the WMO further. November- January 2010 Significant Issue: Subsequent to Blaine petitioning to withdraw, the Cities of Coon Rapids (November) and Fridley (January 2011) have indicated their intent to withdraw from the 6 Cities WMO. This removes approximately 74% of the funding for the WMO (see attached member City funding breakdown). It is now no longer feasible, financially and logistically, to operate the SCWMO — essentially forcing the disbanding of the organization. CITY COUNCIL LETTER Meeting of: 2/7/11 AGENDA SECTION: WORK SESSION ORIGINATING DEPARTMENT: CITY MANAGER PUBLIC WORKS ITEM: SIX CITIES WATERSHED MANAGEMENT BY: K. Hansen BY: ORGANIZATION: Status of WMO DATE: 2/2/11 DATE: As State law (Statute 103B) requires all land area to be in a WMO or Watershed District (WD), staff recommends petitioning to be included in another existing Mississippi WMO or WD as follows: ➢ Abandon the WMO and incorporate the land area into adjacent watershed districts: In the SCWMO area in Columbia Heights, our land area would be best suited geographically for incorporation into the Mississippi WMO, along with SCWMO land area in Hilltop and the southern part of Fridley. The Mississippi Watershed Management Organization boundaries include the Mississippi River as it runs through Minneapolis, as well as the land that drains to the river. The MWMO contains portions of the cities of Lauderdale, Minneapolis, St. Anthony, St. Paul, and the Minneapolis Park and Recreation Board. The WMO operates under a JPA, similar to the SCWMO, but is the only WMO in the State that has taxing authority, similar to a Watershed District (WD). Attached is a spreadsheet showing tax impacts for the Mississippi WMO for a range of home values (provided by the MWMO). Using $150,000 as a median value, the Mississippi WMO would add $29.07, annually, to the properties taxes (using 2010 data). RECOMMENDED MOTION: Consider Resolution 2011 -xx petitioning to withdraw from the Six Cities WMO and supporting the inclusion of the same land area into the Mississippi WMO. Attachments: SCWMO 2011 Funding breakdown MWMO Tax Impact COUNCIL ACTION: Columbia Heights Spring Lake Pa Coon Creek Rice Creek 0 SEH 2008 0 ,c) co 0 7c; CN OCDOC)C)0 cD c' 0= (NI cr) N (O E 0 co 0) tr) co o) co h.. 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The rate is applied to the local tax capacity of the property which is arrived at by applying class percentages to the property according to type. For single family residential properties under an assessed value of 500,000, the local tax capacity is 1% of the assessed value.The final rate for 2010 for the MWMO was 1.938 %. Final rate for 2011 will be available in late February. (Per Henn County Tax Accounting Supervisor, 1/14/2011 email.) For taxes payable in 2010, the median taxable values by munic for residential property (type R or RL) in the Middle Mississippi \X/M0 are: Minneapolis $172,700 (sample size 28,900) and St. Anthony $232,000 (sample size 1,187) (Per Hennepin County Taxpayer Services, 1/14/2011) MWMO Certified Levy To Change 2010 2011 2010 to 2011 $ 4,850,000 $ 4,850,000 0% Local Tax Assessed Capacity is 1% of Value Assessed Value Rate 2010 1% 1.938% $ 100,000 $ 1,000 $ 19.38 $ 105,000 $ 1,050 $ 20.35 $ 110,000 $ 1,100 $ 21.32 $ 115,000 $ 1,150 $ 22.29 $ 120,000 $ 1,200 $ 23.26 $ 125,000 $ 1,250 $ 24.23 $ 130,000 $ 1,300 $ 25.19 $ 135,000 $ 1,350 $ 26.16 $ 140,000 $ 1,400 $ 27.13 $ 145,000 $ 1,450 $ 28.10 $ 150,000 $ 1,500 $ 29.07 $ 155,000 $ 1,550 $ 30.04 Columbia Heights Median Value $ 160,000 $ 1,600 $ 31.01 $ 165,000 $ 1,650 $ 31.98 $ 170,000 $ 1,700 $ 32.95 $ 172,700 $ 1,727 $ 33.47 Minneapolis Median Taxable Value $ 175,000 $ 1,750 $ 33.92 $ 180,000 $ 1,800 $ 34.88 $ 185,000 $ 1,850 $ 35.85 $ 190,000 $ 1,900 $ 36.82 $ 195,000 $ 1,950 $ 37.79 $ 200,000 $ 2,000 $ 38.76