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Home My WebLink About09/06/2011 Work Session CITY OF COLUMBIA HEIGHTS Gw y L L. Gary L. Peterson Couuciim embers Robert A. WiHiarns 590 40`" Avenue NE, Columbia Heights, MN 55421- 3878 (763)706 -3600 TDD (763) 706 -3692 Bruce Nawrnck, Visit our website at: www.eteolumbia- heiahts.mn.us Boma a S n mi City a y Man a alte C ilter r Walter R. Felrst 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: TUESDAY, SEPTEMBER 6, 2011 Time of Meeting: 7:00 P.M. or immediately following the EDA meeting Location of Meeting: CONFERENCE ROOM 1 Purpose of Meeting: WORK SESSION 1. City Hall LED Light A. Plan Review B. Authorization to Purchase LED Sign 2. Ordinance pertaining to City Charter, Chapter 6, Section 56 — Purchases and Contracts 3. Proposed 2012 budget and levy (please bring the book distributed at the last meeting) 4. Audit services 5. Legal services 6. Performance review - Manager 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) Page l of 1 Op Patty Muscovitz - City Hall LED Sign Detail From: Kevin Hansen To: Patty Muscovitz Date: 9/2/11 8:46 AM Subject: City Hall LED Sign Detail Attachments: Sign Alternatives.pdf Patty - One sign has two individual piers with all metal framework for the sign attached to them, in order to keep it high off the ground and under 50 sf. The other sign has the full monument base, the precast cap and then the metal sign attached to the cap, Kevin Hansen Director of Public Works / City Engineer (763) 706-3705 kevin.hansen@ci.columbia-heights.mn.us file: / /C: \Documents and Settings \pattym \Local Settings\ Temp\XPgrpwise \4E6097DAcchgw... 9/2/2011 O 3 a I I— — ; N I o 9 \ I a � _. r ' S I II II m / S L '� ■ i I i I I I at ■ 7' I 0 I I , — I' ) r I ■ _ / u= N 1 1 I ■ 1 PRELIMINARY SET - NOT FOR CONSTRUCTION E Columbia Heights City Hall Sign & Memorial : a r e t 1 -- , City of Columbia Heights MN it {I Sign Details rauer & Associates Ltd ( I 1 [. .Land lit Rennn6 end Oer4n .0 CITY COUNCIL LETTER Meeting of: September 12, 2011 AGENDA SECTION: ORDINANCES AND ORIGINATING CITY RESOLUTIONS DEPARTMENT: MANAGER'S NO: CITY MANAGER'S APPROVAL ITEM: FIRST READING OF ORDINANCE BY: CHARTER BY: NO. , AN ORDINANCE COMMISSION DATE: PERTAINING TO CHAPTER 6, DATE: 9 -1 -11 SECTION 56, PURCHASES AND CONTRACTS NO: The Charter Commission previously presented a proposed amendment to the City Council regarding this chapter and section of the City Charter on May 9 and May 7, 2011, and it was not approved. Since that time, the Charter Commission members have held discussions on this specific chapter /section, and they are now presenting a different proposed amendment which eliminates any reference to a dollar amount, and inserting the words "the current amount set by the council ". RECOMMENDED MOTION: Move to waive the reading of the ordinance, there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Ordinance No. , being an ordinance amending Chapter 6, Sections 56, of the Charter of the City of Columbia Heights. COUNCIL ACTION: ORDINANCE NO. BEING AN ORDINANCE AMENDING CHAPTER 6, SECTION 56 OF THE CITY CHARTER OF THE CITY OF COLUMBIA HEIGHTS PERTAINING TO PURCHASES AND CONTRACTS The City of Columbia Heights does ordain: Section 1: Chapter 6, Section 56 of the Charter of the City of Columbia Heights which currently reads as follows, to wit: PURCHASES AND CONTRACTS. The city manager shall be chief purchasing agent of the City. All purchases and contracts on behalf of the City shall be made by the City Manager, but subject to the approval of the City Council whenever the amounts of such purchases or contracts exceeds $3,000. Said amount may be amended by a simple majority of the Council by resolution. All contracts for the conveyance of any real estate by the city shall be signed by the Mayor and the City Manager on behalf of the City and shall be executed in the name of the city. IS HEREWITH AMENDED TO READ AS FOLLOWS: PURCHASES AND CONTRACTS. The city manager shall be chief purchasing agent of the City. All purchases and contracts on behalf of the City shall be made by the City Manager, but subject to the approval of the City Council whenever the amounts of such purchases or contracts exceeds $3 the current amount set by the council. Said amount may be amended by a simple majority of the Council by resolution. All contracts for the conveyance of any real estate by the city shall be signed by the Mayor and the City Manager on behalf of the City and shall be executed in the name of the city. Section 2: This Ordinance shall be in full force and effect from and after ninety (90) days after its passage. First Reading: Second Reading: Date of Passage: Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Patricia Muscovitz, City Clerk/Council Secretary CITY OF COLUM A HEIGHTS SEPTEMBER 6, 2011 WORK SESSION 2012 PROPOSED SUDGET AN II LEVY Background A. Original 4 -year plan was cutback to a 5 -year plan B. Certain aspects of the plan ® No LGA in operating budget does not make the levy independent of LGA ® Using "painless" fund balance — the unwritten plan for unbudgeted LGA C. Effect of recent changes in state funding on the plan ® $600,000 of LGA stays in plan each year to replace MVHC Y Using "hard- earned" fund balance — and more of it City Manager 2012 Proposal A. Adopt 3.98% levy increase per the 5 -year plan B. Do not use more fund balance than $416,685 assumed in the proposed budget C. Any Council addbacks require alternate levy motion on 9/12/11 or reduced services The Change from Market Value Homestead Credit to Market Value Exclusion A. Compare apples to apples: Levy format changes for 2012 B. Mistaking "most" for "average ": Exclusion can only shift tax between taxpayers C. Tax shift will be different within each district based on property mix and levy ratio CITY OF COLUMBIA HEIGHTS WORK SESSION 09/06/11 WORKING CAPITAL ESTIMATE - GENERAL FUND Total General Fund fund balance 12/31/10 5,342,239 (less) amounts not available for working capital: Prepaid Items (77,204) Committed for specific expenditures (171,646) 5,093,389 Budgeted 2011 Revenue 10,200,317 Budgeted 2011 Expense (10,244,317) Estimated 2011 budget to actual variances: Unbudgeted LGA 284,842 MVHC (cut) (495,214) Budgeted 2012 Revenue 10,310,024 Budgeted 2012 Expense (10,420,710) Addback Police Comm Prog paid from committed funds 19,000 Estimated General Fund Working Capital 12/31/12 4,747,331 2013 General Fund Expense per 5 -yr plan 10,629,124 Estimated General Fund Working Capital at 12/31/12 as a percentage following year expense per Syr plan 44.7% Notes: Target percentage per resolution 95 -40 is 45 %. State Auditor's recommendation is 40 % -50% 3_WorkingCapitalEstimates CITY OF COLUMBIA HEIGHTS WORK SESSION 09/06/11 WORKING CAPITAL ESTIMATE - GENERAL FUND Estimated General Fund Working Capital 12/31/12 4,747,331 2013 use of fund balance per 5yr plan: For tax - supported operations (122,792) For tax - supported debt service (325,000) Estimated unbudgeted 2013 LGA per 5yr plan 895,180 Estimated 2013 LGA (used) in operations to offset lost MVHC (665,055) Estimated General Fund Working Capital 12/31/13 4,529,664 2014 General Fund Expense per 5 -yr plan 10,841,706 Estimated General Fund Working Capital at 12/31/13 as a percentage following year expense per 5yr plan 41.8% Notes: Target percentage per resolution 95 -40 is 45 %. State Auditor's recommendation is 40 % -50% 3_WorkingCapitalEstimates City of Columbia Heights Minnesota Audit Management Letter General Fund The City's General Fund balance has been as follows for the past several years: Year Ended Increase December 31, Fund Balance (Decrease) 2001 $3,897,376 ($904,042) 2002 3,515,606 (381,770) 2003 3,423,232 (92,374) 2004 4,140,110 716,878 $171,646 not 2005 3,350,128 (789,982) available for 2006 3,595,848 245,720 Also 2007 3,979,146 383,298 includes general 2008 3,755,957 (223,189) additional operations, 2009 4,796,151 1,040,194 $500.000 transferred 4n 2010 5,342,239 546,088 buildup for only to expected comply with LGA loss GASB 54 $6,000,000 General Fond Balance $5,500,000 Clry received excess TIFtote1, 4482000 $5,000,000 ■ adtv Tvnsferzeim elopin Trensfacto Capital LnpmevenientO en o-xl0ov opnm[ ImproanmenNev l 00 $4,500,000 ($700,OOJ)and�en- (g lgo,WO):md SheffieWDev. �� 61 d6. C^p.Imp (S I,r o) Fund( 04000) ■ MA 4011 101 sa,000,000 iI1I ■ le $3,500,000 . ■ ■ ■ ■ 83,000,000 ■ ■ ■ ■ $2,500,000 in II $2,000,000 1 111 11 ■ ■ ■ , ■ ■ 101 $1,500,000 ■ ■ 1 1111 1 11 1 ■ $1,aoo,000 ■ ■ ■ millp $�oo ■ ■ ■ ■ ■ ■ ■ .. ■ Mt 1995 1995 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 12 CONTRACTED SERVICES 1 2011 LEGAL FEES SURVEY CIVIL /GENERAL OTHER I PROSECUTION OTHER AMOUNT CITY POPULATION FIRM RATE CHARGES 1 FIRM RATE CHARGES BUDGETED COLUMBIA 18,124 Barna, Guzy & $4,209/mo. . IBarna, Guzy & Steffen $9,318/mo. Civil: $50,510 HEIGHTS Steffen ($50 508 /yr.) ($111,816/yr.) Prosecution: $116,650 1t ,tyt „,. ... », ��.y� '> ""3`: -• t~t .� t....r -tt.c rrc ., , r iaE l : -!} ,rt \it xNtif ",,, , t; .. .:}.,,.. ,, ., - t yil1 BROOKLYN 75,156 Kennedy & Graven, 1 $7000 /mo. For non - retainer services Roger Fellows $23,475.42/mo. ICivil: $100,000 PARK Chartered (Retainer pd from Gen Fund: ($281,705/yr.) Prosecution: $284,000 x($84,000 /yr.) $170/hr. Attorney I $105 /hr. Paralegals $95 /hr. Law Clerks For non - retainer services not pd from Gen fund or passed through to third I parties: 4 - — $220 /hr. Attorney $105 /hr. Paralegals �.. $95/hr. Law Clerks COON RAPIDS 63,005 One City Attorney & $47.96-$59.96/hr. _ 90% of City Attorney's two Asst. City Attorneys for City Attorney time devoted to civil; 10% on staff plus benefits to criminal matters $39.08- $48.86/hr. 85% of Asst City Attor _ for Asst. City time devoted to Attorneys prosecution; 15% to plus benefits civil matters i r ., a r i , t k ' a t 1:!:.:*';''' ^' ti n t ro } It hs, a ua , . }` +... k c w m t� t < S v . ,. a , . ., ' } 1 EDEN PRAIRIE 62,610 Gregerson, Rosow, Gen Legal Fees: Bonner & Borhart $180,000 /yr. Civil: $269,042 Johnson & Nilan) $125 - $150 /hr. _ for 2010 Prosecution: $195,819 Litigation Services: $190,000 /yr. i $125- $165 /hr. for 2011 _ Dev /Reimb Rates: $185- $215/hr. ROSEVILLE 34,345 Jensen, Bell, Converse $12,875/mo. Actual costs charged Jensen, Bell Converse, & $11,577/mo. 'Vehicle forfeiture & Civil and Prosecution: & Erickson ($154,500/yr.) for parking, meals, 'Erickson ($138,924/yr.) appellate work $293,425 (for 2011) long distance calls, (for 2011) additional -- billed at postage, messenger, non - retainer hourly _ $13,261/mo. court/arbitration /other $11,924/mo. rate 1 ($159,132/yr.) contested case costs; _ ($143,088/yr.) $180 /hr. (2011) (for 2012) IRS mileage rates; $.101 (for 2012) 185 /hr. (2012) _ page for copies Is Page 1 of 3 $1 /page for faxes CIVIL /GENERAL OTHER PROSECUTION j ' OTHER i AMOUNT CITY POPULATION FIRM RATE CHARGES FIRM i RATE CHARGES 1 BUDGETED BROOKLYN ; 30,330 Kennedy & Graven, $1,000 /mo. 1$157/hr. - civil matters Carson & Clelland 1$90/hr. Civil and Prosecution: Maa Chartered retainer $162/hr. - litigation I $40 /complaint $380,000 (covers agenda $170 /hr. - costs to '$35 /hr. for ,material review & ; developers legal assts i I 'attendance) 1$117/hr. - paralegals 1 ; FRIDLEY 26,422 IKnaak & Kantrud, PA__ $5,777/mo. $85 /hr. addt'I after 1st Newquist & Herrick Law $24,122.25/mo. $95 /hr. for Court of [Civil and Prosecution: ($69,324/yr.) 10 hours on litigation Offices ($289,467/yr.) Appeals or '$417,500 I 1 (includes long per mo. plus expenses Supreme Court distance chgs up Filing fees, court costs, appearances to $25 /mo.; [witness expenses, & � photocopying up to faxes billed at actual 500 pages /mo. cost INIM --- ;& $8 /min. for Court time on HRA [search time on issues billed if it Westlaw) lexceeds 5 hrs /mo. $50 /hr. for paralegal time spent on litigation CRYSTAL 22,167 Kennedy & Graven, $3,600 /mo. [(plus mileage, MacMillan, Wallace 1 $135/hr. Civil: $172,000 Chartered ($43,200/yr.) parking fees, Athanases & Patera PA Prosecution: $100,000 1 $145/hr. for gen meals, printing, r I civil matters, photocopying, Charter Comm, phone charges EDA) & subscription to _ $155/hr. for admin city newspaper) proceedings, , Mitigation, eminent I $215/hr. for EDA projects pd by i developer NEW HOPE 20,860 'Jensen & Sondrall, PA 1 $110 per hr. $200 /hr. revenue bond Jensen & Sondrall, PA $100/hr. 1$100 /hr. Civil and Prosecution: issues $193,500 $65 /hr. Paralegal IMIIIIIIIIIIIPIPIIIIIIIIIIIIIIII }} ANOKA 17,849 Hawkins, Baumgartner $138.02/hr. Hicken, Scott & Howard Civil: $45,350 PA for attorney (Prosecution_ $163,000 $37 /hr. for Law Clk •age2of3 I 1 CIVIL /GENERAL I 1 OTHER PROSECUTION OTHER AMOUNT CITY (POPULATION FIRM . RATE ■ CHARGES FIRM RATE ' CHARGES ; BUDGETED 1 n a Kiy4 . s d eb iS'w�k' t.: rillaiagail 15,148 William Dorn $70 /hr. 1$1,200 for plat reviews William Dorn $6,500 /mo. Civil: $80,500 1 '$150 /hr. for billable wk _ ($ 78,000 /yr.) Prosecution: $79,000 $90 /meeting 1 ROBBINSDALE 13,598 ,Kennedy & Graven, $40,000 /yr. EDA civil work extra _ Tallen & Baertschi 1$8,555/mo. Addt'I expenses for Civil: $40,000 _ Chartered _ ($102,660/yr.) pretrials, forfeitures, Prosecution: $108,907 arraignments & I probation revocations (aver =$400 /mo.) S MOUNDS 12,641 Kennedy & Graven, $2,300 /mo. (see below)* Hughes & Costello $3,875/mo. Civil: $48,600 Chartered ($27,600 /yr.) !($46,500/yr.) [Prosecution: $53,580 EAST BETHEL 12,130 Eckberg, Lammers, & $220/hr. 1Paralegal & law clerk: IEckberg, Lammers, I$7,166/mo. for !Civil and Prosecution: Briggs, Wolff & [plus increases $125/hr. ;Briggs, Wolff & 2011 -2012 !$140,000 Vierling of $10 /hr. each yr. Copying & other charges 'Vierling ($85,992/yr.) j (May need to amend to also apply I$7,453/mo. for I __ '$150,000, based on [ 12012 -2013 [ !actual projected costs.) _ I ($89,436/yr. ) $7,751/mo. for 2013 -2014 ,($93,012/yr.) 1 $8,061/mo. for , —_ '2014 -2015 ($96,732/yr.) F $8,321/mo. for _ 2015 -2016 1 ($99,852/yr.) MOUNDSVIEW: I j 1 *Civil /General retainer covers 1 council meeting /month; meetings w /staff & public groups as requested; review & preparation of contracts, bonds, insurance and other legal documents; resolution preparation & ordinance code amendments; formal /informal advice to council, staff, committees; responses to public inquiries on _ non - criminal prosecution activities; staff meeting attendance; legal updates & opinions; advice as to city code & personnel policies; regular training; routine 1 _ legal services usually undertaken by a City Attorney — Does not include legal services pertaining to: Real estate matters, telecommunication matters, employment, and labor negotiation matters ($140 /hr.) i Litigation and administrative proceedings ($150 /hr.) I Development, redevelopment, and tax increment matters ($205 /hr.) Law clerks for work not covered by the retainer ($75 /hr.) Paralegals for work not covered by the retainer ($95 /hr.) Bond counsel services (Usual and customary charges) Council meeting attendance in excess of one /month ($120 /hr.) 8/31/2011 Page 3 of 3