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HomeMy WebLinkAbout03/14/2011 Regular CITY OF COLUMBIA HEIGHTS CORRECTION Ma or Gary L. Peterson 590 40 ° i Avenue NE, Columbia Heights, MN 55421 -3878 (763)706 -3600 TDD (763) 706 -3692 Councilmembers Visit our website at: www.ci.colurnbia-heights.mn.us Robert A. Williams Bruce Nawrocki Tammera Mehra Donna Schmitt City Manager Walter R. Fehst The following is the agenda for the regular meeting of the City Council to be held at 7:00 p.m. on Monday, March 14, 2011 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, MN. The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for disabled persons are available upon request when the request is made at least 96 hours in advance. Please call the City Clerk at 763 - 706 -3611, to make arrangements. (TDD /706 -3692 for deaf or hearing impaired only) 1. CALL TO ORDER/ROLL CALL/INVOCATION Invocation by Jeremiah Rice, Oak Hill Baptist Church 2. PLEDGE OF ALLEGIANCE 3. ADDITIONS/DELETIONS TO MEETING AGENDA (The Council, upon majority vote of its members, may make additions and deletions to the agenda. These may be items brought to the attention of the Council under the Citizen Forum or items submitted after the agenda preparation deadline.) 4. PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS A. Liquor Operations — Bill Elrite, Finance Director and Larry Scott, Liquor Operations Manager 5. CONSENT AGENDA (These items are considered to be routine by the City Council and will be enacted as part of the Consent Agenda by one motion. Items removed from consent agenda approval will be taken up as the next order of business.) A. Approve minutes of the February 28, 2011 City Council meeting MOTION: Move to approve the minutes of the February 28, 2011 City Council meeting. B. Accept minutes of the Boards and Commissions MOTION: Move to accept the minutes of the February 2, 2011 Library Board meeting. C. Approve HRA appointment of Irene Sufl {a for for a five year term. MOTION: Move to approve the Mayor's appointment of Irene Sufka to the vacant HRA position for a term of five years. D. Approve reappointments to the Boards and Commissions and schedule Commission interviews. Motion: Move to reappoint Dennis Stroik to a two year term on the Telecommunications Commission; Charles Tyler to a four year term on the Traffic Commission; and Eileen Evans and Marsha Stroik to five year terms on the Park and Recreation Commission and to interview applicants prior to the April 4th City Council work session. E. Approve Amendment No. 1 to the Professional Services Agreement with Kimley -Horn for the Gateway Pedestrian Bridge MOTION; Move to authorize Amendment No. 1 in the amount of $39,912 to Kimley -Horn for City Council Agenda Monday, March 14, 2011 Page 2 of 3 the Gateway Pedestrian Bridge as detailed in the attached letter dated March 3, 2011 for a revised professional services agreement of $269,878; and authorize the Mayor and City Manager to amend the agreement for the same. F. Adopt Resolution 2011 -09 being a resolution requesting that the Mississippi Watershed p21 Management Organization expand its boundaries to include a portion of the City of Columbia Heights, currently in the Six Cities Watershed Management Organization Tying south of the City of Fridley and adopt Resolution 2011 -10 being a resolution to terminate the City of Columbia Heights' membership in the Six Cities Watershed Management Organization. MOTION: Move to waive the reading of Resolution 2011 -09, there being ample copies available to the public. MOTION: Move to adopt Resolution 2011-09 being a resolution requesting that the Mississippi Watershed Management Organization expand its boundaries to include a portion of the City of Columbia Heights, currently in the Six Cities Watershed Management Organization lying south of the City of Fridley. MOTION: Move to waive the reading of Resolution 201 1 -10, there being ample copies available to the public. MOTION: Move to adopt Resolution 2011-10 being a resolution to terminate the City of Columbia Heights' membership in the Six Cities Watershed Management Organization. G. Adopt Resolution 2011-11 Awarding Street Striping. Resolution 2011-12 Awarding Crack p26 Sealing, and Resolution 2011-13 Awarding Seal Coating MOTION: Move to waive the reading of Resolution 201 1 -1 1, there being ample copies available to the public. MOTION: Move to adopt Resolution 2011-11, being a resolution awarding the Joint Powers Agreement Contract with the City of Coon Rapids for the 2011 Street Striping Project to Highway Technologies, based upon their low, qualified, responsible bid in the amount of $16.32 per gallon for Street Markings and $70.00 per gallon for Symbol Markings with an estimated cost of $5,611.57 to be appropriated from Fund 212- 43190 -4000 and $558.14 to be appropriated from Fund 101-43170-4000. MOTION: Move to waive the reading of Resolution 2011-12. there being ample copies available to the public. MOTION: Move to adopt Resolution 2011 -12, being a resolution awarding the Joint Powers Agreement Contract with the City of Coon Rapids for the 2011 Crack Sealing Project to American Pavement Solutions based upon their low, qualified, responsible bid in the amount of $0.47 per lineal foot for crack sealing with an estimated cost of $2,382 to be appropriated from Fund 212- 43190 -4000, $1,700 to be appropriated from Fund 415 -51 101 -4000, and $900 to be appropriated from Fund 415 -51201 -4000. MOTION: Move to waive the reading of Resolution 2011 -13, there being ample copies available to the public. MOTION: Move to adopt Resolution 2011 -13, being a resolution awarding the Joint Powers Agreement Contract with the City of Coon Rapids for the 2011 Seal Coating Project to Allied Blacktop Company, based upon their low, qualified, responsible bid in the amount of $2.00 per gallon of emulsion and $0.73 per square yard aggregate with an estimated cost of $54,486.25 City Council Agenda Monday, March 14, 2011 Page 3 of 3 to be appropriated from Fund 415-51101-5185 and $29,716.25 to be appropriated from Fund 430 - 46323 -5185. H. Approve Business License Applications p33 MOTION: Move to approve the items as listed on the business license agenda for March 14, 2011 as presented. I. Approval of the attached list of rental housing licenses. p35 MOTION: Move to approve the items listed for rental housing license applications for March 14, 2011 in that they have met the requirements of the Property Maintenance Code. J. Approve payment of the bills. p48 MOTION: Move to approve payment of the bills out of the proper funds, as listed in the attached check register covering Check Number 138208 through 138373 in the amount of $568,753.66. MOTION: Move to approve the Consent Agenda items. 6. PUBLIC HEARINGS - none 7. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions - none B. Bid Considerations Approve Capital Equipment Replacement of the Elgin Pelican Street Sweeper from the State Of Minnesota Purchasing Contract MOTION: Move to purchase, off the State of Minnesota Purchasing Contract, the capital equipment replacement of the Elgin Pelican Street Sweeper from MacQueen Equipment, Inc. of St. Paul, Minnesota, in the amount of $183,223 less a trade in allowance of $17,500; for a total purchase price of $165,723, plus tax, with equal funding provided by the Street and Storm Sewer Capital Equipment Replacement Funds. 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 G if t Walter R. Fehst, City Manager W F /pvm 4 OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS CITY COUNCIL MEETING MONDAY, FEBRUARY 28, 2011 The following are the minutes for the regular meeting of the City Council held at 7:00 p.m. on Monday, February 28, 2011 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, MN. CALL TO ORDER/ROLL CALL/INVOCATION Chaplain Bob Lyndes, Crest View Senior Communities, gave the Invocation. Present: Mayor Peterson, Council member Williams, Council member Nawrocki, Council member Diehm, Council member Schmitt PLEDGE OF ALLEGIANCE - recited ADDITIONS/DELETIONS TO MEETING AGENDA Mayor Peterson removed the revocation of the rental license for 4640 Polk Street NE in that the property has been brought into compliance. Nawrocki requested to speak on the treatment of the citizen that spoke at the last meeting. Peterson asked for additions or deletions to the meeting. Motion by Williams, second by Diehm, to discuss these types of items at a work session. Diehm requested a friendly amendment that members call staff to add their items to the agenda prior to the meeting, allowing other Council members to be prepared for discussion. Williams agreed. Nawrocki indicated it was appropriate to talk about this at a public meeting as residents have a right to the information. Peterson stated there is a motion to not have this item on the agenda. Nawrocki stated that he was right on the information he gave. Schmitt stated she understands items being discussed at a work session, but as this was discussed at a council meeting, she felt it should be discussed at this meeting. Upon vote of the amendment: Schmitt, nay; Williams, aye, Diehm, aye, Nawrocki, nay, Peterson aye. 3 ayes — 2 nays. Motion carried. Williams again stated that the proper procedure is to have a majority vote on items added or deleted from the agenda. Nawrocki stated that is done for some items and not others. He requested to add the city hall renovation bid process, cost of contract cleaning of buildings versus employee cleaning, Red Wing rental inspection challenges brought up at the EDA meeting, letters from residents and appointment to HRA members and items for the Manager on the March 7 work session and HRA meeting. Motion by Williams, second by Diehm, to add the indicated items to the work session next Monday. Diehm renewed her comment that the point is to have an open discussion. We, as Council members, can place a call and have items added to the agenda. This would ensure that the proper staff is present and that members have time to think about the items and participate in the discussion. Nawrocki indicated that items brought up at a meeting become a matter of record. A resident wrote a letter asking that it be discussed at a Council meeting regarding control of dogs. We should be 5 City Council Minutes Monday, February 28, 2011 Page 2 of 7 allowed time to talk about scheduling the HRA appointments. Peterson stated that was discussed at the EDA meeting and itwas agreed upon to hold the interviews prior to the next City Council work session. Diehm stated that as the Chair of the HRA, Clark and Cartney asked to post the meeting and she then requested to speak to the other members first. Fehst stated the meeting is to interview the three HRA applicants. Peterson suggested the resident letter be read at this meeting and the second letter not be read as it was not requested to do so. Upon vote of the original Motion: Schmitt, aye; Williams, aye; Diehm, aye; Nawrocki, abstain; Peterson, aye. 4 ayes — 1 abstention. PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS A. Help Buy A Book - Friends of the Library Love Your Library - Show how much you love your library by helping to replace a classic book or movie. In March, the Friends of the Library will seek donations to replace worn and damaged children's and adult books and movies. Rita Norberg, Friends of the Library President, and Elaine Sturdevant, committee member were present to request support for their March event to help buy a book and maintain a good permanent selection for our hometown library. Norberg encouraged anyone that uses or loves the library to come in and help by donating to purchase a book on the list. The donation includes purchase, preparation, and cataloging costs. Fehst asked the number of participants in the Friends of the Library. Norberg indicated there are eight very active members and encouraged others to join. Council member Diehm presented her donation to the group. Norberg described some of the books and DVD's available for replacement. Diehm indicated her pride in our library and stated it would not be possible without the help of these volunteer groups. Nawrocki and Peterson indicated they will also donate to this cause. Peterson thanked the Friends of the Library. Norberg stated that their group meets the first Monday of the month at 1:00 p.m. Peterson stated this is the fourth anniversary of Sarna's Restaurant. The Golden Gloves program, located in the old fire bay, is up and running for 8 to17 year olds. CONSENT AGENDA City Manager Walt Fehst took Council members through the Consent Agenda items. Nawrocki requested to remove items B, C, and D for discussion. A. Approve minutes of the February 14. 2011 City Council meeting Motion to approve the minutes of the February 14, 2011 City Council meeting. B. Adopt Resolution 2011-06, Approving 2011 -2012 AFSCME Labor Agreement - removed C. Adopt Resolution 2011 -07, approving 2011-2012 IUOE Labor Agreement - removed D. Acceptance of Final Park Plans and Authorization to Seek Bids for Ramsdell Park Improvements - removed E. Approval of the attached list of rental housing licenses. Motion to approve the items listed for rental housing license applications for February 28, 2011 in that they have met the requirements of the Property Maintenance Code. F. Approve Business License Applications 6 City Council Minutes Monday, February 28, 2011 Page 3 of 7 Motion to approve the items as listed on the business license agenda for February 28, 2011 as presented. G. Approve payment of the bills Motion to approve payment of the bills out of the proper funds, as listed in the attached check register covering Check Number 138094 through 138207 in the amount of $377,565.69. Motion by Nawrocki, second Schmitt, to approve the Consent Agenda items with the exception of items B, C, and D. Upon vote: All ayes. Motion carried. B. Adopt Resolution 2011-06, Approving 2011-2012 AFSCME Labor Agreement Nawrocki questioned article 18.6 regarding overtime. Elrite stated it means 1.5 times their wage, in addition to straight time and has been in the contract for several years. Other than liquor store employees, it is unusual for ASCFME members to utilize this. Motion by Diehm, second by Williams, to waive the reading of Resolution 2011-06, there being ample copies available to the public. Upon vote: All ayes. Motion carried. Motion by Diehm, second by Williams, to adopt Resolution 2011-06, regarding the Labor Agreement between the City of Columbia Heights and the American Federation of State, County, and Municipal Employees, effective January 1, 2011 - December 31, 2012. Upon vote: All ayes. Motion carried. C. Adopt Resolution 201 1 -07, approving 2011-2012 IUOE Labor Agreement Nawrocki questioned additional compensation under sick leave and asked the cost. Fehst stated this was estimated during budget preparation. Elrite stated that three bargaining units already have this wording. Diehm stated this was discussed at an executive session and Council was told the number of employees this would affect. Schmitt stated she was not in on those discussions, but spoke of a federal worker that is on a five year freeze. They have eliminated the step levels. She questioned what happens next year if we do not have the money for this. Schmitt indicated her preference for step wages over cost of living increases. Fehst stated the one percent increase for next year was anticipated in our four year budget plan. Expenditures were frozen last year and went up one percent this year. Our LGA has already been cut by 70 percent. This is in line with other city contracts. Schmitt referred to information received at the Newly Elected Officials conference which indicates that cities may not be able to pay their bills in five years. Motion by Diehm, second Williams, to waive the reading of Resolution 2011 -07, there being ample copies available to the public. Upon vote: All ayes. Motion carried. Motion by Diehm, second Williams, to adopt Resolution 2011-07, regarding the Labor Agreement between the City of Columbia Heights and the International Union of Operating Engineers, Local 49, effective January 1, 2011 - December 31, 2012. Williams questioned the holiday pay for ASFME. Elrite stated they do not work on holidays and have not done so for many years. Fehst stated that IUOE does work on holidays. Nawrocki spoke regarding the Manager's response to Schmitt's question indicating that additional costs were anticipated. Nawrocki stated that they were anticipated by increasing property taxes to residents, not like other communities that cut back to handle budget shortfalls. 7 City Council Minutes Monday, February 28, 2011 Page 4 of 7 Fehst responded that before 2003 the Community Development Department had 2.5 people there, Administration had three more people, Finance had one more person, Public Works had one more person in the office and one more person on the street, and we reduced one -half of a person in the Fire Department. The only increase was in the Police department. We anticipated this in advance of other cities and he commended Council for freezing the budget for two years. The State reneged on their pledge to subsidize the property tax. Diehm stated that we are doing a better job than other cities. Last week during the snow storm she was able to get out of her driveway when many other cities were not. We are used to a high level of service and if we want to change we should discuss it. She thanked the crews for their efforts. Williams also thanked Hanson for the good job they do. Hansen indicated that this is in part due to an active street program and our crews. Schmitt stated that she received complaints on snow coming up into driveways, but that is done to widen streets so they are not like the City of Minneapolis. Nawrocki stated our budgets are higher than they have ever been and expenditures, property taxes, and city utility fees increase. Williams stated that the City of Minneapolis charges extra for the release of storm water. Schmitt referred to article she read about Anoka County trying to make budget cuts and how they asked their employees for suggestions and they came up with wonderful ideas. We should ask our employees for suggestions. Peterson stated we have done that and agreed it is helpful. Nawrocki referred to an article in Time magazine regarding getting the work done without cost increases. Peterson indicated positive responses received on snow removal, with a couple of comments on snow in driveways. Upon vote: All ayes. Motion carried. D. Acceptance of Final Park Plans and Authorization to Seek Bids for Ramsdell Park Improvements Nawrocki indicated that we should place the planned improvements for Ramsdell Park on hold. We are basically moving things around. With alternates, improvements would be considerably more than $300,000. We received a memo on Jackson Pond problems and that would be more critical to address. Williams stated that we have the money in the parks fund that is not gaining interest and if we delay the project, costs will increase. We have already delayed this project once. We should move ahead. Peterson stated this project is in the budget and funds are dedicated only for park improvements. It is a wise move to do it now. Schmitt asked for a cost breakdown. Hansen responded this would include site construction, water main work, park improvements, and add alternates. Ramsdell Park is a poorly drained site, which this would improve and would add a ball field. It would not require adding or removing any dirt. It would add a new shelter and include improvements around the playground equipment that was provided through a grant. Additional items would include a drinking fountain, outfield warming track, scoreboard, batting cage and bleachers, which the school will pay, in addition to expanding the parking area. Hansen stated there is $300,000 available in Park Dedication funds and storm water work could be funded through that fund. Motion by Williams, second by Diehm, to accept the Final Park Plan(s) prepared by Brauer and Associates for Ramsdell Park and authorize the advertisement of public bids. Schmitt questioned if we could not afford to do everything, what could be removed. Hansen stated that if the bids were higher than anticipated, we would look to reduce trail construction or field amenities. Schmitt asked if the old building would be demolished. Hansen stated the 8 City Council Minutes Monday, February 28, 2011 Page 5 of 7 existing warming house would only need a coat of paint. Upon vote: Schmitt, aye; Williams, aye; Diehm. aye; Nawrocki, nay; Peterson, aye. 4 ayes — 1 nay. Motion carried. Schmitt clarified that this action is only the approval to seek bids. PUBLIC HEARINGS A. Adopt Resolution 201 1 -008. being a Resolution approving rental license revocation at 4640 Polk Street N.E. — removed. ITEMS FOR CONSIDERATION New Business and Reports — a. Nawrocki stated that Ms. Nelson wrote a letter of concern regarding people not picking up dog droppings. He spoke to her and indicated that dogs must be under control. The Park and Recreation Commission has discussed this issue and will place signs in the parks. Hansen referred to possible placement of doggie bags for public use. Peterson spoke of the advantages to having a dog park. He suggested using our hockey rinks in the summer for this. Hansen stated this would be proposed to the Park and Recreation Commission. Peterson also indicated 38` and Main as a possible location. ADMINISTRATIVE REPORTS Report of the City Manager Fehst apologized to Mr. Morrell, and stated he misunderstood his comment at the last meeting on liquor store managers. Fehst indicated that this incident shows it is improper to debate issues without the proper information in front of you. He again apologized. Fehst listed items for discussion at the March 7 work session: HRA applicants for board opening, MSC garage floor, Six Cities WMO, Gateway Pedestrian Bridge, and capital equipment replacement of Pelican street sweeper. Williams requested to add the items from this meeting brought up under additions and deletions. Nawrocki stated there are six manager type positions in the liquor stores. Fehst stated that Mr. Morrell was speaking of the general store manager. Nawrocki again indicated the chain of command at the liquor stores. Peterson stated that is why we are allowed to take Citizen Forum items under advisement. Report of the City Attorney — nothing to report CITIZENS FORUM Dwayne Morrel, 4212 Reservoir Boulevard, disagreed with having to go directly to staff with his questions. He again commented on liquor store employee salaries. He indicated that residents should keep the streets clean of snow and leaves and keep storm water drains cleared. He tried this to see if it would work, but city plows still put snow in his driveway. We need to involve residents to keep our streets clean. Morrell questioned Council members being too close to certain items that they should back away from. Diehm indicated that there are specific rules Council members follow. Peterson stated that decisions are made by the entire Council. Peterson indicated the sad news that Brooklyn Park's Mayor, Steve Lampi, passed away. He was Mayor for eight years, did a great job, and left a legacy of greatness. Our sympathy goes out to his 9 City Council Minutes Monday, February 28, 2011 Page 6 of 7 family and the community on their loss. ADJOURNMENT Peterson: "Remember your service men and women. Don't take ourselves to seriously, enjoy life, and do a random act of kindness." Peterson stated that he has been asked to participate in a fund raiser for Derrick Goodrich. He is a 23 year old Marine wounded during his second tour of Afghanistan. The event will be held May 1 at Murzyn Hall. Peterson stated that we need to treat each other better. We really need to appreciate what they do for us. "Music Night" will be held on March 11 at Murzyn hall. Mayor Peterson adjourned the meeting at 8:26 p.m. Patricia Muscovitz CMC City Clerk/Council Secretary RESOLUTION 2011 -06 REGARDING LABOR AGREEMENT BETWEEN CITY OF COLUMBIA HEIGHTS AND AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES, LOCAL NO. 495 WHEREAS, negotiations have proceeded between the American Federation of State, County, and Municipal Employees (AFSCME) Council No. 5, Local No. 495, representing clerical and technical employees of the City and members of the City' s negotiating team, and said negotiations have resulted in a mutually acceptable contract for calendar years 2011 and 2012. WHEREAS, changes to the current contract are attached, and a copy of the 201 1 -2012 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 2011 and 2012 for AFSCME bargaining unit employees of the City; and BE IT FURTHER RESOLVED that the Mayor and City Manager be authorized to execute this agreement. RESOLUTION 2011 - 07 REGARDING LABOR AGREEMENT BETWEEN CITY OF COLUMBIA HEIGHTS AND INTERNATIONAL UNION OF OPERATING ENGINEERS, LOCAL NO. 49 WHEREAS, negotiations have proceeded between the International Union of Operating Engineers (IUOE), Local No. 49, representing employees of the Public Works Department and members of the City negotiating team, and said negotiations have resulted in a mutually acceptable contract for calendar years 2011 and 2012. 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 2011 and 2012 for IUOE bargaining unit employees of the City; and BE IT FURTHER RESOLVED that the Mayor and City Manager be authorized to execute this agreement. 10 City Council Minutes Monday, February 28, 2011 Page 7 of 7 11 '' � � Approved , s -, Tit, 3/2/11 1i/` COLUMBIA HEIGHTS PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES February 2, 2011 The meeting was called to order by Chair Patricia Sowada, at 6:30 p.m. Members present were: Nancy Hoium, Patricia Sowada, Barbara Tantanella, Lynette Thomson, and Catherine Vesley. Also present: City Council Representative Tami Diehm, Becky Loader, and Stacey Hendren. The minutes of the January 5, 2011, Board meeting were approved as mailed. The bill list dated 1/24/11 of 2010 bills was reviewed. It was moved, seconded, and passed that the bills be paid. The Unique Management bill for December 2010 was reviewed from the floor. It was moved, seconded, and passed that the bill be paid. The 2010 accounting dated 2/2/11 was reviewed. The bill list dated 1/24/11 of 201 1 bills was reviewed. It was moved, seconded, and passed that the bills be paid. The 2011 accounting dated 2/2/11 was reviewed. Old Business: 1. Internet service with Comcast has been unavailable several times in the past few weeks. Comcast has replaced connectors and cabling, but is proving to be unreliable. Loader is pursuing the option of connecting to the City fiber optic network as recommended by the IS.Departrnent. There will be no charge for using the fiber optic network. 2. Kevin Hansen, Public Works, has contracted with Bonestro to write the specs for the new library boiler. Hansen recommended alterations to the current shelving units, which would replace wood facing with metal to help radiate heat. The project is funded by a grant received due to the expected energy savings and budgeted matching funds carried over from the 2010 budget. 3. The Library has received a television for the lobby, a video camera, and tripod for use in preparing and displaying the cable channel. The new software for channel design is web - based, so no additional equipment is needed and the old equipment has been removed. 4. In -house cleaning at the library is off to a rocky start. Supply orders, contract preparation, and building cleaning procedures are still in process and currently too much staff time is being spent on building maintenance. The cleaner is now aware of the correct procedure in case the building is found unlocked due to an occurrence on January 26` The Board is hoping that the situation improves in the next few months. 5. Jesse Hauf, IS Department, has purchased computers to replace the terminals in the children's department and to add a PAC terminal. An additional online table and chairs are being purchased for the computers. The Board discussed the current copier project. Loader, Hendren, and Hauf are working with vendors to find a solution to the print manager needs of the Library. 6. Business with Unique Management is continuing, though problems with SIRSI /DYNIX have been discovered. There are issues with data not being reported correctly and with processing fees not clearing properly when items are returned. 1 12 New Business: 1. Crossover statistics for December were reviewed by the Board. Circulation, volunteer hours, Internet use, and gate count are all up considerably from 2009. New reports from ACL on discharges and holds will be included in the Annual Report. 2. The Board found the census quick facts very interesting and discussed changes in the Columbia Heights population. 3. The Board reviewed the new listing on the letterhead and no changes were made. 4. Signage has been approved by the Anoka County Attorney's office in regards to images recorded in the Library. Temporary signage is up and permanent signs are being purchased for every building. This does not cover pictures of specific people, and patrons always have the choice to not be photographed. Motion: That the signage for image releases be approved by the Board. The motion was seconded and passed. 5. Renee Dougherty, Adult Services Librarian, is putting together a draft procedure for staff to use in a non - weather related emergency. Loader will ask the Police Department to do a safety audit to help assist staff in writing the procedure. The Board discussed options for where to go in an emergency and how to notify the second floor employees of an emergency. Diehm questioned the possibility of connecting to the City security camera system. Loader stated that it previously wasn't possible, but will look into it. 6. Loader has been proctoring tests within certain guidelines for years. HCL and ACL are no longer proctoring tests for students and are referring students back to their schools if they have difficulties finding someone to proctor. The Board recommended Loader continue to proctor tests, but to track occurrences. Vesley recommended putting limits on the service. Loader will revisit the issue with the Board if it becomes burdensome. 7. The City Annual report is being prepared by Loader. Loader is adding graphs and making changes to the standard format to highlight the statistical increases of 2010. The website for submitting the State version of the annual report is available and Loader is collecting the required information. The Library will fulfill the guidelines for Maintenance of Effort. Items from the Floor: 1. Vesley notified the Board of "Empty Bowls," a fundraiser for SACA corning up on March 7 and 24` Loader stated there is a promotional poster in the Library lobby. There being no further business, the meeting was adjourned at 7:36 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. 13 COLUMBIA HEIGHTS - CITY COUNCIL LETTER Meeting of: March 14, 2011 AGENDA SECTION: Consent ORIGINATING DEPARTMENT: CITY MANAGER'S NO: Administration APPROVAL : B Y, ITEM: Appoint HRA BY: Gary L. Peterson NO DATE: March 7, 2011 DATE: / Background: Currently there is an opening on the HRA. On Monday, March 7 three applicants were interviewed. The Enabling Resolution states that "members shall be appointed by the Mayor with approval of the City Council". Recommended Motion: MOTION: Move to approve the Mayor's appointment of Irene Sufka to the vacant HRA position for a term of five years. COUNCIL ACTION: 14 COLUMBIA HEIGHTS - CITY COUNCIL LETTER Meeting of: March 14, 2011 AGENDA SECTION: Consent ORIGINATING DEPARTMENT: CITY MANAGER'S NO: CITY MANAGER'S APPROVAL ITEM: Board /Commission BY Walt Fehst BY Appointments DATE: March 8, 2011 DATE: NO: The following Board and Commission terms expire in April. Requests for reappointment or those no longer interested in serving are: Board or Commission Name Request Reappointment Library Board Lynette Thompson - 3 year term no Telecommunications Commission Dennis Stroik - 2 year term yes Robert Peltier - 2 year terns no Traffic Commission Charles Tyler - 4 year term yes Park and Recreation Commission Eileen Evans - 5 year tern yes Marsha Stroik - 5 year term yes With these requests to not be reappointed, this will leave one opening on the Library Board, two openings on the Telecommunications Commission and one opening on the Planning and Zoning Commission. Interviews will be scheduled prior to the April 4' City Council work session. Recommended Motion: Move to reappoint Dennis Stroik to a two year term on the Telecommunications Commission; Charles Tyler to a four year term on the Traffic Commission; and Eileen Evans and Marsha Stroik to five year terms on the Park and Recreation Commission and to interview applicants prior to the April 4 City Council work session. COUNCIL ACTION: 15 CITY COUNCIL LETTER Meeting of 03/14/11 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: APPROVE AMENDMENT NO. 1 TO THE BY: K. Hansen BY: e PROFESSIONAL SERVICES AGREEMENT WITH DATE: 03/02/11 DATE: KIMLEY -HORN FOR THE GATEWAY PEDESTRIAN BRIDGE Background: The City Council awarded the Construction Engineering services for the Gateway Pedestrian Bridge at their March 22, 2010 regular meeting. A QBS, or Qualification Based Selection process was used for the basis of award. The Construction Engineering includes the following services: 1.0 Overall Project Management 2.0 Construction Inspection 3.0 Materials Sampling and Testing - Field Sampling and Testing 4.0 Contract Administration 5.0 Construction Surveying 6.0 Project Closeout The Council authorized the Construction Engineering by Kimley -Horn at a negotiated cost of $229,966. Analysis /Conclusions: The construction on the bridge is now nearing completion at over 90% complete. Remaining work includes lighting, ornamental railing and restoration. As previously reported to the Council, ornamentai railing issues arose during installation causing delay. The project initiation was also delayed approximately 6 weeks due to receiving Federal Funding authorization. The Project had an original substantial completion date of September 3, 2010. The actual substantial completion date was October 19, 2010, following the delayed award. Additional work was performed by the Construction Engineer during construction for coordination and approvals with MnDOT for: revisions to the traffic signals for pedestrian crossings, coordination with Xcel for additional lighting related to the pedestrian crossing, and clarifying additional design issues from MnDOT or from City staff. Additional material testing was also perfomed due to existing soil conditions at the Helix and the number of actual concrete pours. The additional work tasks have been identified with associated consultant costs that are outside the scope of the original professional services agreement dated March 22, 2010 with an outline of each work task and associated cost provided below: Additional consultant services during construction: 1. Coordination /Approvals with MnDOT and Xcel $1,575 2. Additional Materials Testing $6,688 3. Design Modifications $2.540 Additional construction services performed to date: $10,803 Additional services necessary to complete project: a) Site Inspection and Project Closeout $22,493 b) Material Testing $550 C) Electrical $890 d) As -Built Surveying (Record drawings) $5.176 Additional construction services to complete project: $29,109 COUNCIL ACTION: 16 CITY COUNCIL LETTER Meeting of 03/14/11 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: APPROVE AMENDMENT NO. 1 TO THE BY: K. Hansen BY: PROFESSIONAL SERVICES AGREEMENT WITH DATE: 03/02/11 DATE: KIMLEY -HORN FOR THE GATEWAY PEDESTRIAN BRIDGE Kimley -Horn Page 2 A copy of the proposal letter for the outlined contract amendments to Kimley- Horn =s design services is attached detailing the scope of work for each item. The additional cost of $39,912 for a revised contract amount of $269,878. The additional work has resulted from either MnDOT traffic management reviews (for TH 65), coordination issues with ISD 13 for pedestrian crossing or staff requested changes or additions. Public Works staff is of the opinion that the additional work is necessary for the Gateway Pedestrian Bridge project and recommends approval of the change order in the amount of $39,912. Recommended Motion: Move to authorize Amendment No. 1 in the amount of $39,912 to Kimley -Horn for the Gateway Pedestrian Bridge as detailed in the attached letter dated March 3, 2011 for a revised professional services agreement of $269,878; and, authorize the Mayor and City Manager to amend the agreement for the same. KH:jb Attachment: Kimley Horn Letter dated March 3, 2011 COUNCIL ACTION: 17 PI Kimley -Horn and Associates, Inc. Mr. Kevin Hansen, PE Director of Public Works • City of Columbia Heights Suite 238N 63 7 - 3 8th Avenue NE 2550 University Avenue West Si. Paul, Minnesota Columbia Heights, MN 55421 55114 March 3, 2011 Re: Gateway Pedestrian Bridge over TH 65 Columbia Heights, MN Request for Supplemental Services Dear Mr. Hansen: As you are aware, construction of the pedestrian bridge has taken longer than the time allocated in the original schedule. Specifically, the original date of substantial completion for the project was September 3, 2010 with a final completion date of October 29, 2010. The actual date of substantial completion was October 22, 2010 which is day of the initial opening of the bridge. Final completion of the bridge will occur in late spring, 2011 pending resolution of the bridge railing issue. Due to the increased length of construction, we have spent more time on the construction administration and inspection that originally anticipated in the contract. The estimated fees to complete the project is $29,109.00. A summary of estimated additional time is provided in the attachment to this request. In addition to the extended duration of construction activity, we have also expended more effort in material testing on the project. Material testing originally was budgeted at $15,200 and thru January 31, 2011, $21,888 has been spent. This increase in material testing is due to the need for soil testing and over excavation of poor soils in one area of the project and also due to significantly more concrete pours than originally anticipated in the original estimate. We respecffully request consideration of this request for a supplemental agreement by the City of Columbia Heights for this additional work. If this is acceptable to the City, we will prepare a supplemental agreement. TEL 651 645 4197 FAX 651 645 5116 An Affirmative Action Fniial (Tnnnrtunity Fmninver Mr. Kevin Hansen March 3, 2011 Page 2 We look forward to working with you and City Staff to complete this project. Very truly yours, KIMLEY-HORN AND ASSOCIATES, INC. (dr, -rry 15. Pertzsch P.E. Project Manager Cc: Matt Jensen Jon Horn Enclosure 19 49th Ave. and Central Ave. Pedestrian Bridge Kimley - Horn Construction Phase Services - Additional Services and Associates, Inc. Estimated Fees and Expenses March 3, 2011 1. Fees to Finish Task Task Project Team KHA No. Description PM Sr. Eng Analyst Tech Admin Total A Railing Installation 0 4 0 8 0 12 B Concrete Pavement 0 4 0 8 0 12 C Punchlist 2 8 0 24 2 36 D Record Drawings 2 16 0 20 0 38 E Surveying 0 0 0 4 0 4 F Material Testing 0 0 0 2 0 2 G Coordination /Project Management 6 0 0 0 3 9 H Contract Administration 0 2 0 0 1 3 I Project Closeout 5 12 0 10 3 30 J Railing Modifications /Contractor Documentation 4 20 0 4 1 29 K Electrical Work 0 2 0 10 0 12 Total Hours 19 68 0 90 10 187 Hourly Rate $145.00 $130.00 $92.50 $100.00 $62.50 Total Labor $2,755.00 $8,840.00 $0.00 $9,000.00 $625.00 $21,220.00 Expenses @ 6% $1,273.00 Total Estimated Fees $22,493.00 2. Materials Testing (Braun Intertec) Task Task Project Team Braun Intertec No. Description PM Sr. Eng Analyst Tech Proj. Asst. Total A Soil Testing See attached sheet for additional list of tests $0.00 B Concrete Testing See attached sheet for additional list of tests $500.00 C Reporting /Project Management $0.00 Total Hours 0 0 0 0 0 $500.00 Hourly Rate $125.00 $99.00 $92.50 $70.00 $50.00 Total Cost $0.00 $0.00 $0.00 $0.00 50.00 $500.00 Continegency (10 %) $50.00 Total Estimated Fees $550.00 i 3. Surveying (Rani) Task Task Project Team Rani No. Description PLS Survey Mgr Survey Crete Tech Admin Total A Record Drawings 0 9 18 17 2 46 B Control Survey 0 C Bridge /Structure Staking 0 D Utility /Pavement Staking 0 E As -built Survey 0 Total Hours 0 9 18 17 2 46 Hourly Rate $140.00 $93.00 $150.00 $81.00 $81.00 Total Labor $0.00 $837.00 $2,700.00 $1,377.00 $162.00 $5,076.00 Expenses $100.00 Total Estimated Fees $5,176.00 4. Electrical (M-P Consultants) M -P Task Task Project Team Consultants No. Description PM Sr. Eng Analyst Tech Proj. Asst. Total A Site Visit/Punchlist 6 $0.00 Total Hours 6 0 0 0 0 $0.00 Hourly Rate $140.00 $99.00 $92.50 $70.00 $50.00 Total Cost $840.00 $0.00 $0.00 $0.00 $0.00 $840.00 Expenses $50.00 Total Estimated Fees $890.00 1 '$29,109.00 K: \TWC_Civii \City \COLUMBIA_HEIGHTS \BRIDGE 02005 CA' CS \CONTRACT\EXCEL \CH PEd Bridge Estimate Fees.xls Page 1 CITY COUNCIL LETTER Meeting of: March 14, 2011 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER PUBLIC WORKS ITEM: SIX CITIES WMO - RESOLUTIONS (2) BY Kevin Hansen BY : �� TERMINATING MEMBERSHIP IN THE SCWMO AND DATE: March 3, 2011 DATE: REQUESTING THE MISSISSIPPI WATERSHED MANAGEMENT ORGANIZATION EXPAND THEIR BOUNDARIES TO INCLUDE A PORTION OF THE CITY OF COLUMBIA HEIGHTS Background: (The Six Cities WMO was previously discussed with the Council on August 2 and March 1, 2010, and February 7, 2011). 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. The SCWMO's primary purpose was to manage water quantity and quality issues. In recent years the regulations governing WMO's have changed requiring a higher level of management to remain compliant with current water quality rules. These changes have resulted in increased financial obligations for the operation of the SCWMO and its related programs. The SCWMO has been drafting a plan to comply with the required higher levels of compliance, and in doing so, realizes that 1) substantial funding is necessary to operate at this level and to provide the required level of service to Columbia Heights residents, 2) the SCWMO will have to provide staffing in order to meet these requirements, and 3) the administration of the SCWMO will require a large amount of reorganization to provide the necessary direction to meet these requirements as mandated. The SCWMO currently does not have legislative authority to levy to provide funding for operating the SCWMO, and while this was investigated, it was determined that obtaining this legislative authority is highly unlikely in the near future. 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. B W SR 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 of Blaine and Coon Rapids, and to a lesser extent in Fridley related to Springbrook. The City of Blaine informed the SCWMO in July 2010 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 complication 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. Blaine represents 15.75% of the annual SCWMO budget. Additionally, it Page Two 21 CITY COUNCIL LETTER Meeting of: March 14. 201 1 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER PUBLIC WORKS ITEM: SIX CITIES WMO - RESOLUTIONS (2) BY: Kevin Hansen BY: TERMINATING MEMBERSHIP IN THE SCWMO AND DATE: March 3, 2011 DATE: REQUESTING THE MISSISSIPPI WATERSHED MANAGEMENT ORGANIZATION EXPAND THEIR BOUNDARIES TO INCLUDE A PORTION OF THE CITY OF COLUMBIA HEIGHTS 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 ajoint meeting with all member cities along with elected officials to discuss the continuation of the WMO further. On October 7, 2010, SCWMO staff received a letter from the Board of Water and Soil Resources (BWSR), the state agency regulating watershed districts and watershed management organizations. The letter was in response to a September 14, 2010 workshop that discussed the operation and plan status of the SCWMO. The letter was from Jim Haertel, BWSR Metro Region Supervisor. In his letter Mr. Haertel notes the three options available for the Six Cities Board to consider. These include 1) continue operating as a JPA WMO with five or fewer cities, 2) continue operating as a JPA WMO only if special levy legislation is attained, and 3) dissolve the JPA and discontinue the SCWMO completely and join an adjacent water management organization. Subsequent to Blaine petitioning to withdraw, the Cities of Coon Rapids (November) and Fridley (January 2011) have indicated their intent to withdraw from the Six 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. 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). The attached resolution makes a request to the MWMO to move the former area of the SCWMO to their WMO. Upon each respective board approval of the request they will then petition the Board of Water and Soil Resources to approve a change in their boundaries. In addition, the MWMO is requested to amend its JPA for the purpose of inclusion of the respective portion of the City of Columbia Heights. Upon their approval, a JPA will be presented for the City Council's approval. The cities of Blaine, Coon Rapids and Fridley have taken similar action for their respective boundary changes. The City of Spring Lake Park has indicated they are taking action for a boundary change to the Coon Creek Watershed District. Staff believes the MWMO will provide added levels of service, funding, opportunity, and improvements that the SCWMO would be unable to provide in managing water quantity and quality issues. Each agency has existing staff, program and project budgets, and improved access to outside funding to serve member communities. I have also attached a map that shows the boundary change that Fridley has already enacted by resolution. Page Three 22 CITY COUNCIL LETTER Meeting of: March 14. 2011 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER PUBLIC WORKS ITEM: SIX CITIES WMO - RESOLUTIONS (2) BY: Kevin Hansen BY: TERMINATING MEMBERSHIP IN THE SCWMO AND DATE: March 3, 2011 DATE: REQUESTING THE MISSISSIPPI WATERSHED MANAGEMENT ORGANIZATION EXPAND THEIR BOUNDARIES TO INCLUDE A PORTION OF THE CITY OF COLUMBIA HEIGHTS At the February 10 regular SCWMO meeting, the Board voted to disband and dissolve. To effect this the JPA for the SCWMO must also be dissolved by all member cities. The second resolution, prepared by the Board attorney, accomplishes this. Each board member was requested to bring the Official City action back to the March 16 SCWMO meeting. Recommended Motion: Move to waive the reading of Resolution 2011-09, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution 2011-09 being a resolution requesting that the Mississippi Watershed Management Organization expand its boundaries to include a portion of the City of Columbia Heights, currently in the Six Cities Watershed Management Organization lying south of the City of Fridley. Recommended Motion: Move to waive the reading of Resolution 2011-10, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution 2011-10 being a resolution to terminate the City of Columbia Heights' membership in the Six Cities Watershed Management Organization. Attachments: SCWMO Boundary Map MWMO Tax Impact Resolutions (2) COUNCIL ACTION: 23 RESOLUTION NO. 2011-09 REQUESTING THE MISSISSIPPI WATERSHED MANAGEMENT ORGANIZATION TO CONSIDER AMENDING ITS JOINT POWERS AGREEMENT TO INCLUDE MEMBERSHIP OF THE CITY OF COLUMBIA HEIGHTS AND EXPAND ITS BOUNDARIES TO INCLUDE A PORTION OF THE CITY OF COLUMBIA HEIGHTS CURRENTLY IN THE SIX CITIES WATER MANAGEMENT ORGANIZATION WHEREAS on December 22, 1983, the Columbia Heights City Council entered into a Joint Powers Agreement with the cities of Blaine, Coon Rapids, Fridley, Hilltop, and Spring Lake Park for the purpose of organizing a watershed management organization to be known as the Six Cities Watershed Management Organization, and WHEREAS on July 25, 1994, the Columbia Heights City Council authorized execution of a Restated Joint Powers Agreement that revised the original Joint Powers Agreement to bring it into compliance with statutory changes, and WHEREAS the City of Columbia Heights is considering the possibility of withdrawing from the Six Cities Watershed Management Organization (SCWMO) and requesting an existing watershed management organization to expand its boundaries to include certain property within the City of Columbia Heights legally described within the SCWMO and lying south of the municipal boundary of with the City of Fridley and shown on the attached map, and NOW, THEREFORE, BE IT RESOLVED that the City of Columbia Heights, Anoka County, Minnesota, hereby requests the Mississippi Watershed Management Organization amend its existing Joint Powers Agreement to include the City of Columbia Heights as a member with representation, and further requests the Mississippi Watershed Management Organization expand its boundaries to include the portion of the City of Columbia Heights currently within the SCWMO and lying south of the municipal boundary with the City of Fridley as described above. It is understood that this request is contingent upon the withdrawal of the City of Columbia Heights from the SCWMO. and BE IT FURTHER RESOLVED that after approval of the board of the Mississippi Watershed Management Organization to expand its boundaries to include the above described property within the City of Columbia Heights, that the City Council of the City of Columbia Heights requests the Mississippi Watershed Management Organization to petition the board of Water and Soil Resources (BWSR) to approve a change in the boundaries of the Mississippi Watershed Management Organization to include the area currently within the SCWMO and lying south of the boundary with the City of Fridley in the Mississippi Watershed Management Organization. Passed this 14' day of March, 2011 Offered by: Seconded by: Roll Call: Mayor Gary L. Peterson Attest: Patricia Muscovitz, CMC City Clerk 24 RESOLUTION NO. 2011-10 DISSOLUTION OF SIX CITIES WATERSHED MANAGEMENT ORGANIZATION WHEREAS, the City of Columbia Heights has been a member of the Six Cities Watershed Management Organization since the adoption of the original Joint Powers Agreement creating that Watershed Management Organization on Decernber 30, 1983, and WHEREAS, the City of Columbia Heights has now determined that the City will be better served by dissolving the Six Cities Watershed Managernent Organization and transferring the territory which was previously in the Six Cities Watershed Managernent Organization to a different Watershed Management Organization. NOW, THEREFORE, BE |T RESOLVED that the City of Colurnbia Heights hereby terminates its membership in the Six Cities Watershed Management Organization Joint Powers Agreement and requests that pursuant to that Agreement, the Six Cities Watershed management Organization be dissolved within the next ninety (90) days. Passed this 14 m day nfMarch, 2011 Offered by: Seconded by: Roll [u||: Mayor Gary L. Peterson Attest: Patricia Muscovitz, CMC City Clerk 25 CITY COUNCIL LETTER Meeting of: 3/14/11 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: ADOPT RESOLUTION 2011 -11 AWARDING BY K. Hansen BY: STREET STRIPING, RESOLUTION 2011 -12 AWARDING DATE: 3/9/11 DATE: CRACK SEALING AND RESOLUTION 2011 -13 AWARDING SEAL COATING Background: In 2005. City Council authorized staff to enter into a Joint Powers Agreement (JPA) with the Cities of Coon Rapids, Andover, Brooklyn Center, Columbia Heights, and Fridley to seek bids for Street Maintenance, including street striping, crack sealing and seal coating. In subsequent years, the JPA has been amended to include the cities of Anoka, Circle Pines, East Bethel, Ham Lake, and Mahtomedi. For Columbia Heights, crack sealing and seal coating are annual maintenance projects to help preserve the integrity and extend the life of the bituminous streets. The City Council authorized staff to seek bids at Improvement Hearing on December 6, 2010. The City has been bidding with the north metro cities for 7 years. Plans and specifications for the street maintenance project were advertised for bids in the Coon Rapids Herald on February 4, 2011 and in the Construction Bulletin on February 7, 2011. Bids were received and publicly read aloud at the February 25, 2011 bid opening. A copy of the bid tabulation is attached. STREET STRIPING Company Amount Highway Technologies $ 139,612.40 Traffic Marking Service $ 170,237.75 AAA Striping $ 182,464.35 Fahrner Asphalt $ 207,185.25 CRACK SEALING Company Amount American Pavement Solutions $ 187,577.00 Asphalt Surface Technologies $ 247,442.00 Reliakor Service $ 267,397.00 Allied Blacktop $ 299,325.00 Fahrner Asphalt $ 327,262.00 SEAL COATING Base Bid Amount Alternate Bid Amount Company (Trap Rock) (Granite) Allied Blacktop $ 1,272,022.90 $ 1,162,805.65 Asphalt Surface Technologies $ 1,439,934.66 $ 1,318,683.16 Pearson Brothers $ 1,440,938.70 $ 1,389,970.65 26 CITY COUNCIL LETTER Meeting of: 3/14/11 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: ADOPT RESOLUTION 2011 -11 AWARDING BY: K. Hansen BY: STREET STRIPING, RESOLUTION 2011-12 AWARDING DATE: 3/9/11 DATE: CRACK SEALING AND RESOLUTION 2011 -13 AWARDING SEAL COATING Continued — Page 2 Analysis /Conclusions: STREET STRIPING: The JPA low bid was submitted by Highway Technologies of Minneapolis, Minnesota in the amount of $139,612.40 (total for all cities). From the bid prices 1112010, the cost of street striping increased $1.87 per gallon to $16.32. For the City of Columbia Heights. the estimated costs are $4.416 budgeted in State Aid Maintenance and $858 budgeted in the General Fund — Traffic Signs and Signals. CRACK SEALING: The JPA low bid was submitted by American Pavement Solutions of Green Bay, Wisconsin in the amount of $187,577.00 (total for all cities). From the bid prices in 2010. the cost of crack sealing decreased $0.15 per lineal foot to $0.47. For the City of Columbia Heights, the estimated cost is $2,382 budgeted in State Aid Maintenance. 51.700 to be appropriated from Zone 5 Seal Coat project. and $900 to be appropriated from Zone 6 Seal Coat project. SEAL COATING: The JPA low bid was submitted by Allied Blacktop of Maple Grove, Minnesota, in the amount of $1,272,022.90 (total for all cities) for Trap Rock, with an alternate bid of $1,162,805.65 (total for all cities) for Granite cover aggregate. Public Works recommends accepting the base bid amount. From bid prices in 2010, the cost ofthe trap rock aggregate increased $0.07 per square yard to $0.73 and granite aggregate increased $0.08 per square yard to $0.58. The cost ofthe asphalt emulsion decreased $0.50 per gallon to $2.00. For the City of Columbia Heights, the estimated costs are $54,486.25 to be appropriated from Zone 5 Seal Coat assessment project and $29,716.25 to be appropriated from City Infrastructure Fund. RECOMMENDED MOTIONS — STREET STRIPING: Recommended Motion: Move to waive the reading of Resolution 2011 -11, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution 2011 -11, being a resolution awarding the Joint Powers Agreement Contract with the City of Coon Rapids for the 2011 Street Striping Project to Highway Technologies, based upon their low, qualified, responsible bid in the amount of $16.32 per gallon for Street Markings and $70.00 per gallon for Symbol Markings with an estimated cost of $5,611.57 to be appropriated from Fund 212 -43190 -4000 and $558.14 to be appropriated from Fund 101- 43170 -4000. 27 CITY COUNCIL LETTER Meeting of: 3/14/11 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: ADOPT RESOLUTION 2011-11 AWARDING BY: K. Hansen BY: STREET STRIPING, RESOLUTION 2011-12 AWARDING DATE: 3/9/11 DATE: CRACK SEALING AND RESOLUTION 2011-13 AWARDING SEAL COATING Continued — Page 3 RECOMMENDED MOTIONS — CRACK SEALING: Recommended Motion: Move to waive the reading of Resolution 2011-12. there being ample copies available to the public. Recommended Motion: Move to adopt Resolution 2011-12, being a resolution awarding the Joint Powers Agreement Contract with the City ofCoon Rapids for the 2011 Crack Sealing Pr ject to American Pavement Solutions based upon their low, qualified, responsible bid in the amount of $0.47 per lineal foot for crack sealing with uu estimated cost of$2,382iobc appropriated from Fund 2\2-43|90'40O0,$1,700tohc appropriated from Fund 4l5-jl{Ol-400O and $900tobc appropriated from Fund 4|5-5|2Ol-4008. RECOMMENDED MOTIONS — SEAL COATING: Recommended Motion: Move to waive the reading of Resolution 2011-13, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution 201 |'\], being a resolution awarding the Joint Powers Agreement Contract with the City ofCoon Rapids for the 2011 Seal Coating Project to Allied Blacktop Company, based upon their low, qualified, responsible bid in the amount of $2.00 per gallon of emulsion and $0.73 per square yard of aggregate with an estimated cost of $54,486.25 to be appropriated from Fund 415- 51101-5185 and $29,716.25 to be appropriated from Fund 430-46323-5185. Attachments: Resolutions, Bid Tabulation COUNCIL ACTION: 28 RESOLUTION 2011-11 RESOLUTION ACCEPTING BID AND AWARDING CONTRACT FOR 2011 STREET MAINTENANCE, STREET STRIPING PROJECT TO HIGHWAY TECI-fNOLOGIES WHEREAS, the City Council ofColumbia Heights entered into a joint powers agreement with the City of Coon Rapids to administer the public bidding process including entering into a contract with the Iow, qualified, responsible bidder, and WHEREAS, pursuant to an advertisement for bids for 2011 Traffic Markings, bids were received, opened and tabulated according to law. The following bids were received complying with the advertisement: Company Amount Highway Technologies $ 139,612.40 Traffic Marking Service, Inc. $ 170,237.75 AAA Striping Service Co. $ 182,464.35 Fahrner Asphalt Sealers, LLC $ 207,185.25 WHEREAS, it appears that Highway Technologies o[Minneapolis, Minnesota is the lowest responsible bidder. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA 1. The City of Coon Rapids is hereby authorized to enter into a contract with Highway Technologies on behalf of the City of Columbia Heights for 2011 Street Striping, according to the specifications for said project and accepting Highway Technoogies Base Bid. 2. The City Manager of Colunibia Heights is authorized to expend funds in accordance with the terms of the Joint Powers Agreement and the Bid Documents. 3. City Street Striping Pr ject shall be funded with 90% State Aid maintenance funds and |0Y6 general funds. Passed this 14th1 day o[ March, 2O|| Offered by: Seconded by: Roll Call: Mayor Gary L. Peterson Patricia Muscovitz, CMC City Clerk 29 RESOLUTION 2011-12 RESOLUTION ACCEPTING BID AND AWARDING CONTRACT FOR 2011 STREET MAINTENANCE, CRACK SEALING PROJECT TO AMERICAN PAVEMENT SOLUTIONS, INC. WHIEREAS, the City Council of Columbia Heights entered into u joint powers agreement with the City of Coon Rapids to administer the public bidding process including entering into a contract with the low, qualified, responsible bidder, and WHEREAS, pursuant to an advertisement for bids for 2011 Crack Sealing, bids were received, opened and tabulated according to law. The following bids were received complying with the advertisement: Company Amount American Pavement Solutions $ 187,577.00 Asphalt Surface Technologies $247,442.8O Reliakor Service $ 267,397.00 Allied Blacktop $ 299,325.00 Fahrner Asphalt $ 327,262.00 WHEREAS, it appears that American Pavement Solutions of Green Bay, Wisconsin is the lowest responsible bidder. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA 1. The City of Coon Rapids is hereby authorized to enter into a contract with American Pavement Solutions on behalf of the City of Columbia Heights for 2011 Crack Sealing, according to the specifications for said project and accepting Crack Sealing Base Bid. 2. The City Manager of Columbia Heights is authorized to expend funds in accordance with the terms ofthe Joint Powers Agreernent and the Bid Documents. 3. City Crack Sealing Project shall be funded with 50% State Aid maintenance funds and 50% pr ject funds. Passed this 14 m day of March, 2011 Offered by: Seconded by: Roll Call: Mayor Gary L. Peterson Patricia Muscovitz, CMC City Clerk 30 RESOLUTION 2011-13 RESOLUTION ACCEPTING BID AND AWARDING CONTRACT FOR 2011 STREET MAINTENANCE, SEAL COATING TO ALLIED BLACKTOP COMPANY WHEREAS, the City Council of Columbia Heights entered into u joint powers agreement with the City of Coon Rapids to administer the public bidding process including entering into a contract with the Iow, qualified, responsible bidder, and WHEREAS, pursuant to an advertisement for bids for 2011 Street Maintenance, Seal Coating bids were received, opened and tabulated according to law. The foliowing bids were received complying with the advertisenient: Base Bid Amount Alternate Bid Arnount Company (Trap Rock) (Granite) Allied Blacktop $ 1,272,022.90 $ 1,102,805.65 Asphalt Surface Technologies $ 1,439,934.66 $|,3\Q,683.l0 Pearson Brothers $ 1,440,938.70 $ 1,389,970.65 WHEREAS, it appears that Allied Blacktop of Maple Grovc. Minnesota is the lowest responsible bidder NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA 1. The City of Coon Rapids is hereby authorized to enter into a contract with Allied Blacktop Cornpany on behalfofthe City ofColumbia Heights for 2011 Street Maintenance Sea Coating, according to the specifications for said pr jeci. 2. The City Manager ofColumbia Heights is authorized to expend funds in accordance with the terms of the Joint Powers Agreement and the Bid Documents. 3. City Seal Coat Pr ject shall be funded with 65% assessments and 35% infrastructure fund. Passed this \4 m day of March, 2011 Offered by: Seconded by: Roll Call: Mayor Gary L. Peterson Patricia Muscovitz, CMC City Clerk 31 818 m r ti 1 h M O O nl n m Y N N z to I I of =a o a Z N N F W fl 1'4. m O N ryry Q m a ii N n N M ffl Q 1III I_ _.._- N < 0 PI i N h N a m ,...,.. .,.. m2 . n n ' n O n o $ ti N H ill i N O ti 1 Illll1011illHlllllllHliiIilH ho 111 „,,.g 4 r; ' N [? N w: ( fD n GG.. 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N 4 U m z II- I ®III _ I I I I I I I F I I I -+III lUUhIW CITY COUNCIL LETTER Meeting of March 14, 2011 AGENDA SECTION: CONSENT ORIGINATING DEPT.: CITY MANAGER NO: License Department APPROVAL ITEM: Business License Agenda BY: Shelley Hanson DATE: NO: DATE: March 9, 2011 BY: e ° BACKGROUND/ANALYSIS Attached is the business license agenda for the March 14, 2011 Council meeting. This agenda consists of applications for Contractor licenses for 2011, and five Solicitor's licenses for Window Concept Store employees. 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 March 14, 2011 as presented. COUNCIL ACTION: 33 TO CITY COUNCIL March 14, 2011 *Signed Waiver Form Accompanied Application CONTRACTOR'S LICENSES - 2011 BLDG *Dean's Professional Plumbing 5392 Quam Ave NE, St Michael $60 *Anderson Htg & AC 1628 Co Hwy 10 #34, Spring Lk Pk $60 Rayco Construction 211 St Anthony Pkwy, Mpls $60 *Lakes Plumbing & Htg 17503 Lever St NE, Ham Lake $60 Nick's Tree Service 9000 Foxline Dr, Corcoran $60 *Arbor Design Tree PO Box 290298, Brk Center $60 PEDDLER/SOLICITOR LICENSES From Window Concepts — Eagan, MN *Roxanne Seib 990 Lone Oak Rd #114, Eagan $100 /mo *Anthony Strouth 990 Lone Oak Rd # Eagan $100 /mo. *Thomas Salisbury 990 Lone Oak Rd #114, Eagan $100 /mo. *James Harper Jr 990 Lone Oak Rd #114, Eagan $100 /mo *Matt Dougan 990 Lone Oak Rd #1 14, Eagan $100 /mo. 34 CITY COUNCIL LETTER Meeting of March 14. 2011 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY Fire MANAGER NO: APPROVAL ITEM: Rental Housing BY Gary Gorman / rte„ -- �-- * f Licenses NO: DATE: March 9, 2011 . DATE: Approval of attached list of rental housing applications. RECOMMENDED MOTION: Move to approve the items listed for rental housing license applications for March 14, 2011 in that they have met the requirements of the Property Maintenance Code. COUNCIL ACTION: 35 Print Rental Licenses to approve by CC 825 41st Avenue w.e.- Columbia Heights, wm on4u1- Ph: rearne-81as- Fax: nm'rm6-mo1 10004 4846 6TH ST NE Nye. Neil F10788 3313 Belden Drive $ 150.00 100 St. Anthony, MN 55418 10026 4554 6TH ST NE Home Leasing & Management, Inc. F18362 1050 3350 Annapolis Lane North #A $ 150.00 Plymouth, MN 55447 10026 4554 6TH ST NE Lindsay, Kenneth F18362 4554 6th Street NE $ 150.00 100 Columbia Haighta, MN 55421 10075 4701 UNIVERSITY AVE NE Ahmed, Adam F10791 843 95th Lane NE $ 150.00 100 Blaine, MN 55434 10250 1U0041ST AVE NE Kociacak, F10770 GAO8137thAve � NW $ 150.00 100 Ramsey, KANS53U3 10251 4104 7TH ST NE Dahl, Ryan F10817 3Q3Q Quincy Street N� E � $ 150.00 100 Columbia HeiQhts, MN 55421 10314 S784OTH AVE NE Differ, Andrew F10802 N561Q7 Hills Road $ 150.00 100 Fond Du Lac, WI 54937 12016 4700 JEFFERSON ST NE Nixon, Jean F10804 4708 Jefferson Street $ 150.00 100 Columbia Heightu, MN 55421 12030 S1551ST AVE NE Waletski, Jessica F18795 PO Box 321G8 $ 150.00 1053 Fhd|ey, MN 55432 12035 5208 WASHINGTON ST NE O|in, Jennifer F10811 5210 WASHINGTON ST NE $ 150.00 100 Columbia Heightu, MN 55421 12162 4303 UNIVERSITYAVE NE Hoefs, Kathryn F10832 4301 University $ 150.00 IOO Columbia HeighCo, MN 55421 03/09/201I 11:10 Page 1 36 Print Rental Licenses to approve by CC uunwm Avenue w.s.- Columbia Heights, ww 55421 - Ph: 763-706-8156 - Fax: 763-706a151 20003 4029 2ND ST NE Sybesma, Stuart F10776 3O8S5 Minnesota Ave $ 150.00 100 Lindstrom, MN 55045 20003 4029 2ND ST NE Sybesma, Dean F10776 5G27Oth Ave NE $15O.00 1050 Spring Lake Park, MN 55432 20032 4724 6TH ST NE Vanderheyden, Michael F10744 8400 Adair Avenue $158DO 100 Brooklyn Park, MN 55443 20115 1231 40TH AVE NE Xianmin, Zhang F10809 433yNageutcCou� $ 150.00 100 Magestic 20148 4512 WASHINGTON ST NE Clark, Harold F10858 58238th Avenue N� E � $ 150.00 100 Columbia HehJhto, MN 55421 20202 4600 JOHNSON ST NE Saloka, Tracy F10801 472O Debra Cd $ 150.00 100 Shoreview, MN 55126 20331 4450 TYLER PL NE Mackey, Mark F10783 1O3O5BirkohireRoad $ 150.00 100 Bloomington, MN 55437 30012 4318 3RD ST NE M.V.A. International F10813 51OU Gamble Dr � #375 Suite #375 $ 165.00 1050 St.Louis Park, MN 55416 30014 4330 3RD ST NE M.V.A. International F10813A 510U Gamble Dr � #375 Suite #375 $ 165.00 1050 St.Louis Park, MN 55416 30018 4322 3RD ST NE yW.V.&|nbannationa| F10813B 51U8 Gamble Dr. #37S Suite #375 $ 165.00 1050 St.Louis Park, MN 55416 30025 3948 5TH ST NE PWi||er.Lawenanoe F10818 1U85 Polk Circle $211.UO 100 Columbia Heighto, MN 55421 03/09/20I1 I1:I0 Page 2 37 t � 3 r o Print Rental Licenses to t approve by CC 825 41st Avenue N.E. - Columbia Heights, MN 55421 - Ph: 763 -706 -8156 - Fax: 763- 706 -8151 30026 3969 5TH ST NE Frij, Nedim F10772 100 8401 Center Drive NE $ 248.00 Spring Lake Park, MN 55432 30054 950 47TH AVE NE Trisko, Frank F10833 100 PO 8178 $ 248.00 Minneapolis, MN 55408 30073 3923 LOOKOUT PL NE Longfellow Properties F10810 1053 13033 Ridgedale Dr. Suite #167 $ 248.00 Minnetonka, MN 55305 30136 4733 UNIVERSITY AVE NE Nielsen, Maynard F10750 100 7144 Riverview Terrace $ 188.00 Fridley, MN 55432 Total # of Licenses 26 03/09/2011 11 :10 Page 3 38 CITY OF COLUMBIA HEIGHTS FINANCE DEPARTMENT COUNCIL MEETING OF: March 14. 2011 . 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 138208 through 138373 in the amount of $ 568,753.66 . 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C (n ZZ 04<KC(x aa a)HA4 04 a a HW0 OiHOH32W(/ W g Z a Z r,C 0 w w FCFCF - 04Q W E. �C�C O 000 (0 a <4 KCW14 H H W a a KC 0 Zr a Q (7uaw(naUa cDCDC7muauuU3mrx(na3(n3(nuHwUHW 4 W z W H I I U]\ Z (0 I HH20C Lf 1OHN10 IODN H Z Z I Ur OOOOHHNd Nr10 d d 0)0HHNMd 00000 rl l Lf ON hOOro 0 <4 c) W a 1 HiNNNNN Cs] NNNMrrlrrlrn(0 ' ,ti d'd'd' d'WLO LD1/4.0 W lc) W(D Lc) N rco cocc H (0 a) 1 E CD X r4 CD P4 H a, Fr4 x u r=4 N 0 0 u co ix o o ›, IT1 u F Cf) z Cr.1 >-■ o r-- 4i U) CC CO Lf) L17 a) E X 0 u) z ?, u) • • 4 H H a, r.r1 Z H F4 4 0 u Z ,- xI Z c..) Ur 0 H G.4 H I rg CITY COUNCIL LETTER Meeting of: 03/14/11 AGENDA SECTION: BID CONSIDERATION ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: CAPITAL EQUIPMENT REPLACEMENT OF BY: K. Hansen & L. McClanahan BY: "Yk' THE ELGIN PELICAN STREET SWEEPER FROM THE DATE: 03/02/11 DATE: STATE OF MINNESOTA PURCHASING CONTRACT Background: Unit #0004 is an Elgin Pelican Street Sweeper that was purchased in 1999 for $1 10,115. The Elgin Pelican three- wheel high dump sweeper with a 3.5 cubic yard hopper can off load into a dump truck. The unit is 12 years old and has 4,219 hours of recorded operation with an odometer reading of 18,802 miles. Since 2000, which is as far as the electronic maintenance records go back, $102,500 has been spent on repairs. The Shop Supervisor completed a complete inspection of the Pelican along with the local factory authorized repair service, MacQueen Equipment. The shop supervisor has rated the mechanical condition as poor. Based on the sweeper inspection, $7,500 worth of mechanical repairs and $18,000 for the conveyor system rebuild is currently needed to operate the sweeper in 2011. This unit was scheduled for replacement in 2005, but was delayed for budgetary and mechanical reasons. The 2011 Capital Equipment Replacement budget allocated $185,000 split evenly between the Street Department and the Storm Water Department for the replacement of the Elgin Pelican Street Sweeper. Analysis /Conclusions: Public Works has historically performed street sweeping operations using two sweepers. The goal has been to sweep all of the streets at least four times, and alleys and parking lots one time during the year. Additional sweeping is done after storm events and to prepare areas for street patching. In accordance with NPDES best management practices, streets that have low areas and areas that drain directly into lakes and ponds are swept first. Street cleaning has the greatest potential for reducing storm water pollution in the urban environment and it can do so at a relatively affordable cost. That's because most of the rain that falls on impervious surfaces goes onto pavement that is directly connected to an urban storm water collection system. Sweeping also prolongs the operational efficiency of structural based devices, such as storm water retention ponds, and reduces the ongoing maintenance they require. Staff had previously discussed downsizing from two sweepers to one sweeper, but has re- evaluated our practice. Recent publicized studies on the effectiveness of various types of street sweepers and the recent mandates of National Pollutant Discharge Elimination System (NPDES) Phase I and 11 storm water permits and the increasing need for practical total maximum daily Toad (TMDL) implementation plans make it clear that sweeping deserves a more central role. In fact, street sweeping should be an important part of the management strategies for any urban storm water NPDES driven runoff program or TMDL implementation plan. Studies have shown that mechanical broom sweepers like the Elgin Pelican that the city currently owns have a pickup efficiency of approximately 20% to 30 %. To meet the requirements of the change in storm water rules, sweepers that pick up even the finest particulate fractions have entered the market. Regenerative air and vacuum sweepers like the Elgin Crosswind the city owns have pickup efficiencies that range from 60% to 90% of fine particulates, increasing pollutant removals. National and local studies have shown the least cost per pound of pollutant removed during some seasonal conditions are actually achieved via tandem sweeping — which combines a mechanical broom sweeper followed by a regenerative air or vacuum sweeper. The mechanical sweeper is very good at picking up heavy debris and the regenerative air sweeper excels at picking up medium to light debris and particulates. A mechanical sweeper is also much more effective at picking up larger street surface material from construction sites, such as millings or tracking resulting from vehicles or equipment passing through or leaving active construction projects. A regenerative air is more effective during fall leaf pickup operations. Due to their effectiveness, the sweepers will often be used in tandem in spring and fall operations. Staff recommends, after evaluating our own practices and reviewing national and COUNCIL ACTION: 48 CITY COUNCIL LETTER Meeting of: 03/14/11 AGENDA SECTION: BID CONSIDERATION ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: CAPITAL EQUIPMENT REPLACEMENT OF BY: K. Hansen & L. McClanahan BY: THE ELGIN PELICAN STREET SWEEPER FROM THE DATE: 03/02/11 DATE: STATE OF MINNESOTA PURCHASING CONTRACT Page 2 Continued - Elgin Pelican Street Sweeper Replacement local studies of sweeping practice and effectiveness, to replace Unit # 0004 Elgin Pelican street sweeper with the purchase of one new Elgin Pelican street sweeper, and further recommends disposal of Unit #0004 Elgin Pelican street sweeper via trade -in. Staff also obtained pricing for a lease option on the sweeper. Attached is the lease- pricing sheet from the vendor for a 3, 5 and 7- year lease arrangement. The Finance Director has prepared an analysis of purchase vs. lease scenario summarized in the attached memo. Recommended Motion: Move to purchase off the State of Minnesota Purchasing Contract the capital equipment replacement of the Elgin Pelican Street Sweeper from MacQueen Equipment, Inc. of St. Paul, Minnesota, in the amount of $183,223 less a trade in allowance of $17,500 for a total purchase price of $165,723, plus tax, with equal funding provided by the Street and Storm Sewer Capital Equipment Replacement Funds. Attachment COUNCIL ACTION: 49 CITY OF COLUMBIA HEIGHTS DATE: MARCH 1, 2011 TO: KEVIN HANSEN CITY ENGINEER PUBLIC WORKS DIRECTOR FROM: WILLIAM ELRITE FINANCE DIRECTOR RE: PURCHASE VS. LEASE OFA STREET SWEEPER First, leasing is a very viable, cost-effective alternative when lease or bonding interest rates are less than the interest rate the City receives on investments. With the current economy that is not the situation. Currently lease rates are running from 4.5% to 6.5%. This is significantly higher than what the City is receiving for interest on investments. Currently, even long-term investments are at or under 3% in earnings. Subsequently, the City is better off from a financial . stand point to utilize our Capital Equipment funds to purchase the sweeper rather than leasing it. The chart below summarizes the three lease alternatives that we received from MacQueen Equipment. It reflects the annual lease cost for a three-year, five-year, and seven-year lease along with the total cost of leasing over that period of time compared to the outright purchase cost of $165,723. The final column shows the savings to the City by purchasing. It should be noted that this savings would be slightly offset by interest earnings if we did lease the equipment and invested our capital funds. However, that offset or interest earnings would be less than one- third of the savings. Lease Annual Total Savings Number lease lease Purchase by of years cost cost cost purchasing 3 65,160 195,481 165,723 29,758 5 40,454 202,270 165,723 36,547 7 29,997 209,980 165,723 44,258 If you need any additional information or would like any further calculations please let me know. WE: slh 1103011PW Q111 MacQueen Equipment Lease Estil Attachment: 50 Mac Queen Equipment, Inc. Distributor of Municipal & Contractor Equipment 595 Aldine St. Saint Paul, MN. 55104 800-832-6417 651-645-5726 651-645-6668 Fax City of Columbia Heights Attn: Lauren McClanahan Re: Elgin Eagle Sweeper Lease Below is an outline of the sweeper lease agreement The lease would be 36 month/60 month/84 month periods shown below with annual payments at delivery and the beginning each year at the anniversary date of delivery. The sweeper would carry a one year factory warranty on the sweeper and manufactures warranty on Sweeper and John Deer engine. Lease proposal. Payments includes all taxes and fees 36 month lease @ $65,160.23 per year 60 month lease @ $40,453.91 per year 84 month lease @ $29,997.16 per year Sweeper to include: Elgin Pelican NP high dump sweeper with all standard equipment Dual Gutter brooms AM/FM radio, Heated remote control mirrors Auto lube Bostrom air ride seat John Deere engine and Hydraulic shutdown 51 Battery Disconnect Spare drive and guide wheel Dual strobe lights with guards Rear flood light, arrow board, LED lights on sweeper This proposal is valid for 60 days Bill McCarthy 2/24/2011 52 CITY OF COLUMBIA HEIGHTS, MINNESOTA DRAFT LIQUOR FUND SUBCOMBINING SCHEDULE OF REVENUES, EXPENSES AND CHANGES IN FUND NET ASSETS For The Year Ended December 31, 2010 With Comparative Totals For The Year Ended December 31, 2009 Operating Accounts Total Debt Top Heights Operating Service Intrafund Totals Top Valu Valu II Liquor Accounts Account Eliminations 2010 2009 Operating revenues: Charges for sales: Liquor 1,386,909 1,189,518 417,139 2,993,566 - - 2,993,566 2,898,453 Beer 1,486,680 1,483,062 556,581 3,526,323 - - 3,526,323 3,487,830 Wine 550,949 537,821 56,459 1,145,229 - - 1,145,229 1,090,908 Other 185,028 174,371 132,981 492,380 - - 492,380 485,693 Total operating revenues 3,609,566 3.384,772 1.163,160 8,157,498 - - 8,157,498 7.962,884 Operating expenses: Cost of goods sold 2,798,953 2,544,987 878,031 6,221,971 - - 6,221,971 6,085,546 Operating expense 563,705 499,340 179,739 1,242,784 - - 1,242,784 1,170,425 Depreciation 82,515 60,892 4.437 147,844 - - 147,844 145,219 Total operating expenses 3,445,173 3.105,219 1,062,207 7.612,599 - - 7,612,599 7,401.190 Net income from operations 164,393 279,553 100,953 544,899 - - 544,899 561,694 Nonoperating revenues (expenses): Investment income: Interest and dividends - 4 - 4 71 Miscellaneous expenses (4,134) - - (4,134) (16,509) Interest and fiscal charges - (244,671) - (244,671) (247,171) Total nonoperating revenues (expenses) (4.134) (244,667) - (248,801) (263,609) Net income before transfers 540,765 (244,667) - 296,098 298,085 Transfers in - 364,000 (364,000) - - Transfers out (504,624) - 364,000 (140,624) (187,636) Change in net assets 36,141 119,333 - 155,474 110,449 Net assets - beginning 7,415,116 (4,382,832) - 3,032.284 2,921,835 Net assets - ending 7,451,257 (4,263,499) - 3,187,758 3,032,284 Top Heights Top Valu Valu H Liquor Total Operating revenues: Charges for sales: Liquor 1,386,909 1,189,518 417,139 2,993,566 Beer 1,486,680 1,483,062 556,581 3,526,323 Wine 550,949 537,821 56,459 1,145,229 Other 185,028 174,371 132,981 492,380 Total operating revenues 3,609,566 3,384,772 1,163,160 8,157,498 Operating expenses: Cost of goods sold 2,798,953 2,544,987 878,031 6,221,971 Operating expense 563,705 499,340 179,739 1,242,784 Total operating expenses 3,362,658 3,044,327 1,057,770 7,464,755 Income from operations 246,908 340,445 105,390 692,743 Nonoperating revenues (expenses): Investment income: Interest and dividends 2 2 - 4 Miscellaneous expenses - (4,134) - (4,134) Bond Principal (80,555) (59,445) - (140,000) Bond Interest (136,457) (100,698) - (237,155) Bond Agent Fees (1,471) (1,085) - (2,556) Total nonoperating revenues (expenses) (218,481) (165,360) - (383,841) Income before transfers 28,427 175,085 105,390 €z ` "" Transfers (out) to other funds (140,624) Net income retained in Liquor Fund 168,278