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Home My WebLink About07/09/2012 Regular Session CITY OF COLUMBIA HEIGHTS Mayo,. Gary L.Peterson 590 40th Avenue NE,Columbia Heights,MN 55421-3878 (763)706-3600 TDD(763)706-3692 Councibnembers Visit our website at:www.ci.columbia-heights.mn.us Robert A. Williams Bruce Nawrocki Tammera Diehm 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 PM on Monday, July 09, 2012 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 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 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 June 25, 2012 City Council meeting p5 MOTION: Move to approve the minutes of the June 25, 2012 City Council meeting B. Adopt Resolution No. 2012-81, being a Resolution designating election judges and salaries for the 2012 Primary and General Elections and designate the City Clerk authority to appoint p12 emergency judges. MOTION: Move to waive the reading of Resolution No. 2012-81, there being ample copies available to the public. MOTION: Move to adopt Resolution No. 2012-81, being a Resolution designating election judges and salaries for the 2012 Primary and General Elections and designate the City Clerk authority to appoint emergency judges. C. 2011 Comprehensive Annual Financial Report p16 MOTION: Move to recognize that the 2011 Comprehensive Annual Financial Report, including the independent auditors report, was distributed to the City Council, and move to schedule a presentation by the auditor for the July 23rd council meeting. D. Authorize Mayor and City Manager to enter into Contract for Towing Contractor p17 2 City Council Agenda Monday,July 09,2012 Page 2 of 3 MOTION: Move to authorization the Mayor and City Manager to enter into a contract with Jeff's Bobby and Steve's Auto World for towing, impounding and storage of motor vehicles as specified in the City's Request and set forth in Auto World's response to the City's Request. The term of this contract is to be August 1, 2012 through July 31, 2014,unless terminated sooner pursuant to the termination provision. E. Authorize Mayor and City Manager to enter into Contract for Car Wash Services p27 MOTION: Move to authorize the Mayor and City Manager to enter into a contract with Jeff's Bobby and Steve's AutoWorld for car wash services as specified in the City's Request and AutoWorld's response to the City's Request. The term of this contract is to be August 1, 2012 through July 31, 2014, unless terminated sooner pursuant to the termination provision. F. Approval of attached list of rental housing applications. p36 MOTION: Move to approve the items listed for rental housing license applications for July 9, 2012 in that they have met the requirements of the Property Maintenance Code. G. Approve Business License Applications p43 MOTION: Move to approve the items as listed on the business license agenda for July 9, 2012 as presented. H. Review Payment of the Bills p45 MOTION: Move that in accordance with Minnesota Statute 412.271, subd. 8 the City Council has received the list of claims paid covering check number 144093 through 144271 in the amount of$2,937,089.02. 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 Accept Bids for the Argonne Lift Station replacement and consideration of contract award p53 MOTION: Move to accept the bids and award the Argonne Lift Station replacement, City Project No. 1114, to Penn Contracting of Blaine, Minnesota based upon their low, qualified responsible bid in the amount of$243,590 and adding Alternate 1 in the amount of$41,100 with funds to be appropriated from Fund 651-5114-5185; and, furthermore,to authorize the Mayor and City Manager to enter into a contract for the same. MOTION (ALTERNATE): Move to reject all bids for the Argonne Lift Station replacement, City Project No. 1114, and authorize the project to be rebid for a spring 2013 letting. C. New Business and Reports 8. ADMINISTRATIVE REPORTS Report of the City Manager Report of the City Attorney 9. CITIZENS FORUM 3 City Council Agenda Monday,July 09,2012 Page 3 of 3 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 Walter R. Fehst, City Manager WF/pvm 4 OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS CITY COUNCIL MEETING MONDAY,JUNE 25, 2012 The following are the minutes for the regular meeting of the City Council held at 7:00 p.m. on Monday, June 25, 2012 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, MN. CALL TO ORDER/ROLL CALL/INVOCATION Pastor Dan Thompson, Heights Church, gave the Invocation. Present: Mayor Peterson, Council member Williams, Council member Nawrocki, Council member Diehm, Council member Schmitt PLEDGE OF ALLEGIANCE Miscellaneous The Columbia Heights Recreation Department, represented by Liz Bray and Sam Rolstead spoke of the upcoming dinner theater on July 12, at Murzyn Hall. There will be a cupcake war at the event and the City Council was asked to narrow the four choices to the two types of cupcakes that would compete at the dinner theater. The orange cupcake and the coconut brownie cupcake were chosen to go on to the dinner theater. ADDITIONS/DELETIONS TO MEETING AGENDA Nawrocki asked for the City Manager to give an update on the budget and the annual report. Motion by Nawrocki to add Council Corner to the agenda. Peterson called for a second to the motion. Motion failed for lack of a second. Mayor Peterson removed Resolutions 2012-73, 74, 75, 76, and 77, in that the properties have been brought into compliance. PROCLAMATIONS, PRESENTATIONS, RECOGNITION,ANNOUNCEMENTS, GUESTS A. Presentation "A View from the Big River" - Jenny Winkelman, Mississippi Water Management Winkelman invited Councilmembers to the to the Mississippi Watershed Management event on July 31, 2012, aboard the Minneapolis Queen paddleboat, to look at our watershed. She spoke of the projects and educational opportunities they have available, including water-related regulations and how to meet them, how to apply water quality knowledge to our work. The event will promote networking with local leaders and policy makers. Schmitt indicated that she will attend. B. Recognition of Service Recognition of Service - Joseph Goodman, Traffic Commission Member Peterson read the recognition award of Joe Goodman and gave him a Columbia Heights pen and pencil set. CONSENT AGENDA Nawrocki requested to remove item A. City Manager Walt Fehst took Council members through the consent agenda items. A. Approve Minutes of the June 11, 2012 City Council Meeting - removed 5 City Council Minutes Monday,June 25,2012 Page 2 of 7 B. Approve Plans and Specifications and Order Advertisement for Bids for the Argonne Lift Station Motion to approve the Plans and Specifications and order the Advertisement for Bids for the Argonne Lift Station, City Project#1114. C. Approve Attached List of Rental Housing Licenses Motion to approve the items listed for rental housing license applications for June 25, 2012, in that they have met the requirements of the Property Maintenance Code. D. Approve Business License Applications Motion to approve the items as listed on the business license agenda for June 25, 2012 as presented. E. Review Payment of the Bills Motion that in accordance with Minnesota Statute 412.271, subd. 8 the City Council has received the list of claims paid covering check number 143895 through 144092 in the amount of$ 1,609,735.96. Motion by Nawrocki, second by Williams, to approve the Consent Agenda items, with the exception of item A. Upon vote: All ayes. Motion carried. A. Approve Minutes of the June 11, 2012 City Council Meeting Nawrocki referred to the video system not working at the last meeting. He had suggested that the audio from the last meeting be replayed on cable TV. Since they were not, he asked the City Manager review items discussed at the meeting. Fehst stated his regret that the last meeting this was not broadcast. The Humanitarian of the Year award was presented to Stephen Smith. Rachel Schwankl was recognized for her service on the Charter Commission. The summer library program was reviewed. The two new paid on call fire fighters were introduced. The second hand store ordinance was tabled. Nawrocki indicated that he brought up for discussion the second letter received by residents regarding sanitary sewer insurance, which looks like it comes from the City. He had asked that it be emphasized that this is not a city program and that residents check with their own insurance agent to see if this type of work is already covered. Motion by Nawrocki, second by Diehm, to approve the minutes of the June 11, 2012 City Council meeting. Fehst stated that staff met with Utility Service Partners, (USP). We asked why they send out separate letters for the two programs. They indicated that this is done specifically so people know there are two different programs; one for water and one for sewer. He stated that he expressed Council member Nawrocki's concern to USP. There are 637 people already signed up. We are the second city in the State to work with UPS. Nawrocki questioned the financial background of the company and concern of how they handle this money. They need to have reserves to cover the cost of claims. Peterson stated that our State Insurance Commission would need to have given their approval prior to this group working in our state. Fehst stated this operation was approved by the National League of Cities, which would have researched them. Fehst stated that Kevin Hansen, Public Works Director, also researched the group and the program. The work is done by local contractors. 6 City Council Minutes Monday,June 25,2012 Page 3 of 7 Upon vote: All ayes. Motion carried. 6.PUBLIC HEARINGS A. Adopt Resolution 2012-80, 4721 Upland Crest, Being a Declaration of Nuisance and Abatement of Violations Within the City of Columbia Heights John Larkin, Assistant Fire Chief, listed the abatement issues. Staff will work with the owner to resolve the issues. Motion by Diehm, second by Williams, to close the public hearing and to waive the reading of Resolution Number 2012-80, there being ample copies available to the public. Motion by Diehm, second by Williams, to close the public hearing and adopt Resolution Number 2012-80, being a resolution of the City Council of the City of Columbia Heights declaring the properties listed a nuisance and approving the abatement of violations from the properties pursuant to City Code section 8.206. B. Adopt Resolutions 2012-72, 4124 5th Street N.E.,being a Resolution of the City Council of the City of Columbia Heights Approving Rental License Revocation for Failure to Meet the Requirements of the Property Maintenance Codes Motion by Williams, second by Schmitt, to close the public hearing and to waive the reading of Resolution Number 2012-72, there being ample copies available to the public. Motion by Williams, second by Schmitt, to adopt Resolution Number 2012-72, being a Resolution of the City Council of the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of the rental licenses listed. Upon vote: All ayes. Motion carried. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions - none B. Bid Considerations- none C. New Business and Reports -none ADMINISTRATIVE REPORTS Nawrocki stated that he went to the League of MN Cities Conference in Duluth and attended the Law Summaries session and observing your city's approach to local governance. Nawrocki referred to allowing residents more access to the City Council. People should be allowed to talk longer than five minutes under Citizen Forum. Peterson stated that he differed with Nawrocki's belief that we are not approachable. Residents are not restricted to five minutes. Peterson stated he attended the conference and found that our staff and community are ahead of the curve. He suggested discussion of reviving volunteer recognition. Peterson also indicated his desire to begin the Yellow Ribbon Program, which welcomes back our service members. He asked for volunteers to begin this program. We can't do enough for our service men and women. Peterson stated that a few years ago,because our of city service project, we received the League of Minnesota Cities (LMC) Preserving City Services award. This year we received the City of Excellence (for cities over 5,000) for Targeting Youth City/School Cooperative Ventures. Peterson stated his pride in these awards. Fehst stated that the Mayor suggested this be shared with the School Board/District as they represent our collaboration with them. Fehst recognized staff that worked on this award, especially Becky Loader and Linda Magee, the department heads, and Council for supporting the work we do. 7 City Council Minutes Monday,June 25,2012 Page 4 of 7 Fehst stated that the budget and the audit report are currently being worked on. We intend to go out for auditor bids this year. Nawrocki referred to the budget five year plan and stated that the time has come for a budget with no property tax increase. Fehst stated that most residents received a decrease in their property taxes this year. The median price home in our community is significantly lower that other communities in our county. Fehst explained the difference in community tax bases. He stated that our current median home price is $98,000. Peterson stated this will be discussed through the budget sessions. Nawrocki stated he obtains his information from the Anoka County Property Tax web site. Peterson stated that we will keep the taxes as low as we can, while keeping the services that the residents want. Nawrocki referred to the locked door security system in city hall, stating that a resident had to turn in his driver's license before he could get into the building. Fehst stated we try to make accommodations for everyone. Peterson indicated that this is a security system recommended by the Police and Fire Departments, and the Council approved the system. Fehst referred to inconveniences to enter the State Capitol building. Report of the City Manager Fehst referred to a newspaper article regarding golf cart availability in the city. Sometime in the future we may need to consider this. Fehst has spoken about this with our Police Chief, and he was not crazy about this. We may want to keep an open mind about this. Fehst stated that resident Rich Davies has brought this up often. Nawrocki stated there is an EDA meeting next Monday and asked if there will be a work session. Fehst stated there will be an EDA and work session next Monday. Report of the City Attorney—nothing to report. CITIZENS FORUM Mary Miller, 720 38`h Avenue NE, gave her background. She suggested a logical way to solve the bike/golf cart issue would be to have one street with a lane for bike/golf carts and residents only on that street. She spoke of issues she has addressed and the resolved for the community and her neighborhood. Miller stated there are issues with her neighbors regarding loud music and recreational fires. She has called the police and fire department, but they have not been cited. She referred to the city's recreational fire ordinance. She thanked Council for acting on her request to not have to turn her fence around. She requested an addition to the fence ordinance to include the restriction of permanent and non-permanent items not be allowed in the set back three feet. She requested that the fire department enforce the ordinance. Richard Davies, 1111 46th Avenue NE, gave his background. He stated that in 2000 his water pressure was 72 pounds. With the addition of Grand Central Lofts, his pressure is now 98 pounds. In his area, with that much pressure, there have been a lot of blown water lines. He questioned why the water pressure was raised 30 pounds. He has also contacted MNDOT and Anoka County regarding the need for a guard rail next to Grand Central Lofts. There is only landscaping. He stated he will work with the Council, but will go to other agencies if necessary. Peterson stated that this will be discussed with staff. Nawrocki asked for a report on the wet tap, standards, readings in the area, and information on the fire pit complaint. Fehst stated that the fire was not in violation of our recreational fire ordinance. There has been a long standing neighborhood dispute. We have recommended mediation. Catherine Vesley, 5135 Matterhorn Drive, stated she came from the library listening session. A lot of people showed up and talked about the kind of things they would like to see in a new building. The 8 City Council Minutes Monday,June 25,2012 Page 5 of 7 people were very interested and it was a very successful evening. Peterson stated that our Sister City Committee does a young artist and writer showcase each year. This year two of our competition winners, Christine Wilda - Young Artist and Pakue Vang - Young Author, received second and fourth place, respectively, in their categories at the national competition. We can be very proud of them, competing nationally and winning awards. He thanked the Sister City Committee for doing this. Peterson referred to the wonderful Jamboree parade last Friday night. He suggested raising funds to be able to obtain more bands and to reinstate the Ambassador program. He suggested people interested in volunteering contact him or City Hall. We have fantastic volunteers in our city and fantastic businesses that donate to community activities. Our community is very giving. He stated his pride in the community. Peterson stated "Don't forget your service men and women, keep them in your thoughts and prayers." Nawrocki referred to the Jamboree, the parade, and the carnival. The city has the Police on the parade route and carnival, and Public Works crews on the cleanup of the route. Nawrocki stated that he sold about $2,000 in ads for the booklet, which is the primary fund raiser for the parade. Peterson thanked the Lions for putting on this event for 57 years. We need more and younger Lions Club members. Peterson reiterated his thanks to the Police, Fire, and Public Works Departments for their work at the parade. Peterson stated "Let's not take ourselves too seriously, do a random act of kindness, and enjoy life." ADJOURNMENT Mayor Peterson adjourned the meeting at 8:26 p.m. Patricia Muscovitz CMC City Clerk RESOLUTION 2012-80 Resolution of the City Council for the City of Columbia Heights declaring the property a nuisance and approving abatement of ordinance violations pursuant to Chapter 8, Article II, of City Code, of the property owned by Tony Ortiz (Hereinafter "Owner of Record"). Whereas, the owner of record is the legal owner of the real property located4721 Upland Crest, Columbia Heights, Minnesota. And whereas,pursuant to Columbia Heights Code, Chapter 8, Article II, Section 8.206, written notice setting forth the causes and reasons for the proposed council action contained herein was sent via regular mail to the owner of record on June 4, 2012. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on April 23, 2012 an inspection was conducted on the property listed above. Inspectors found violations. A compliance order was sent via regular mail to the owner at the address. 2. That on June 4, 2012 inspectors re-inspected the property listed above. Inspectors noted that violations remained uncorrected. A compliance order and statement of cause was mailed via regular mail to the owner listed in the property records. 9 City Council Minutes Monday,June 25,2012 Page 6 of 7 3. That on June 15, 2012 inspectors re-inspected the property and found that violations remained uncorrected. 4. That based upon said records of the Fire Department, the following conditions and violations of City Codes(s) were found to exist, to wit: Shall replace the missing shingles on the roof 5. That all parties, including the owner of record and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code Section 8.206(A) and 8.206(B). CONCLUSIONS OF COUNCIL 1. That the property located at 4721 Upland Crest is in violation of the provisions of the Columbia Heights City Code as set forth in the Notice of Abatement. 2. That all relevant parties and parties in interest have been duly served notice of this hearing, and any other hearings relevant to the abatement of violations on the property listed above. 3. That all applicable rights and periods of appeal as relating to the owner of record, occupant, or tenant, as the case may be, have expired, or such rights have been exercised and completed. ORDER OF COUNCIL 1. The property located at 4721 Upland Crest constitutes a nuisance pursuant to City Code. 2. That a copy of this order shall be served upon all relevant parties and parties in interest. RESOLUTION 2012-72 Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of that certain residential rental license held by Michael Nehmzow (Hereinafter "License Holder"). Whereas, license holder is the legal owner of the real property located at 4124 5th Street N.E., Columbia Heights, Minnesota, Whereas,pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(B), written notice setting forth the causes and reasons for the proposed Council action contained herein was given to the License Holder on May 16, 2012 and June 4, 2012 of an public hearing to be held on June 25, 2012. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on April 5, 2011 inspectors for the City of Columbia Heights, inspected the property described above and noted violations. A compliance letter listing the violations was mailed by regular mail to the owner at the address listed on the Rental Housing License Application. 2. That on September 28, 2011 the inspection office staff was informed the owner had a building permit to make repairs on the violation, a reinspection was scheduled for May 16, 2012 3. That on May 16, 2012 inspectors for the City of Columbia Heights perfointed a reinspection and noted that violations remained uncorrected. . A statement of cause was mailed via regular mail to the owner at the address listed on the rental housing license application. 4. That on June 4, 2012 inspectors for the City of Columbia Heights checked records for this property and noted that the violations remained uncorrected 5. That on or about March 15, 2012 inspection office staff sent a letter requesting the owner of the property submit the rental license application for this property. The letter was mailed by regular mail to the owner at the address listed in the property records. 6. That on May 11th and June 4, 2012 the owner missed inspections. 7. That on June 4, 2012 inspection office staff reviewed the property file and noted that the property remained unlicensed. A Statement of Cause was mailed by regular mail to the owner at the address listed in the property records. 10 City Council Minutes Monday,June 25,2012 Page 7 of 7 8. That based upon said records of the Enforcement Office, the following conditions and violations of the City's Property Maintenance Code were found to exist, to-wit: Shall repair the roof, missing and damaged shingles, and failure to schedule and perform a rental renewal interior inspection. 9. That all parties, including the License Holder and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code, Chapter 5A,Article III 5A.306 and 5A.303(A). ORDER OF COUNCIL 1. The rental license belonging to the License Holder described herein and identified by license number F11828 is hereby revoked. 2. The City will post for the purpose of preventing occupancy a copy of this order on the buildings covered by the license held by License Holder. 3. All tenants shall remove themselves from the premises within 45 days from the first day of posting of this Order revoking the license as held by License Holder. 11 COLUMBIA HEIGHTS - CITY COUNCIL LETTER Meeting of: July 9, 2012 AGENDA SECTION: ORIGINATING DEPARTMENT: CITY MANAGERS NO: CITY MANAGER APPROVAL ITEM: Resolution Designating BY: Patty Muscovitz BY: r 2012 Election Judges DATE: July 3, 2012 DATE: NO: This resolution designates election judges and their salaries for the 2012 Primary Election to be held on Tuesday, August 14, 2010 and the General Election to be held on Tuesday,November 6, 2010. It may be necessary for the City Clerk to make limited additions or deletions prior to each election. Recommended Motion: Move to waive the reading of Resolution No. 2012-81, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution No. 2012-81, being a Resolution designating election judges and salaries for the 2012 Primary and General Elections and designate the City Clerk authority to appoint emergency judges. COUNCIL ACTION: 12 RESOLUTION 2012-81 BEING A RESOLUTION DESIGNATING ELECTION JUDGE SALARIES AND ELECTION JUDGES FOR THE 2012 PRIMARY AND GENERAL ELECTIONS WHEREAS: There are scheduled elections in the City of Columbia Heights and the State of Minnesota; and WHEREAS: Pursuant to City Charter, Section 30, and M.S.S.204A, the Council shall appoint the following qualified voters to be judges for the 2012 Primary and General election. Precinct 1-Murzyn Hall-530 Mill St. HJ Faye Cleasby AHJ Robert Petty Dolores Strand Fran Jensen Ardeth Bircher Charles Kewatt Darlene Bielejeski Lee Bak Gene Foreseide Kathy Fossum Diane Gomez Precinct 2-Immaculate Conception-4030 Jackson St. HJ Jo Aim Kewatt AHJ Marilyn Vaughan Mark Emme Jacque Block Cliff Shedlov Gretchen Gallagher Weinstein Bev Holub Robert Peltier Clara Shattuck Billy Jo Cox Daja Flournoy - student Precinct 3 -Parkview Villa-965 40th Avenue HJ Dan Steiskal AHJ Marna Gomez Dolores Fowler Marie Heskowitz Katie Landwehr John Logacz Barbara Miller Deborah Nero David Sims Michelle Ferreira 13 Precinct 4-Highland Elem School-1500 49th Avenue HJ Marsha Stroik AHJ Joel Andrychowicz Shirley Browning Betty Krahl Soundra Burgoyne Dianne Cummings Thomas Kimock Shirley Hartley Kathleen Johnson Delores Marquette Diane Porath Karl Haynus Precinct 5-First Lutheran Church-1555 40th Ave HJ Joan Kinde AHJ Joanne Nelson Nancy French Irene Ricci Louie Nalezny Clara Schmidt Sharon Shedlov Debra Grisco Latresia Garrett Thompson Marion Bernard Precinct 6-Highland Elem. School-1500 49th Ave HJ Stephen Iserman AHJ Michael McGee LaVone Seim Kay Mayer Doris Sunheim Carol Lawler Barbara Marshall Mary Meier Bruce Shellito Linda Fehst Brieanna Lewis - student Precinct 7-Valley View Elem School-800 49th Ave HJ Kathryn Morales AHJ Ann Kronstedt Robert Carson Joan Fuhrmann Fatuma Elmi Barb Nundahl John Vachuska Carol Felland Arthur Goedeking Barbara Tantanella 14 Anne Binczik Edvard Kuzko - student Precinct 8-Valley View Elem School-800 49th Ave HJ Teresa Carson AHJ Jeani Cox Stephen Emme Mary Dowdle Irene Sunt Dorothy Penate Jenna Fish Carol Geier Sue Murzyn Laurel Best Mary Ann O'Brien NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Columbia Heights does appoint the afore mentioned as election judges, by precinct, for the Primary Election on August 14, 2012 and the General Election on November 6, 2012, with an hourly remuneration of$11.00 for Head Judge, $10.75 for Assistant Head Judge, $10.50 for an Election Judge, and$6.75 for students. The City Clerk may designate emergency judges, as necessary. Passed this 9th day of July 2012. Offered by: Seconded by: Roll call: Mayor Gary L. Peterson Attest: Patricia Muscovitz, CMC City Clerk 15 CITY COUNCIL LETTER Meeting of: July 9, 2012 AGENDA SECTION: CONSENT ORIGINATING DEPT: CITY MANAGER NO: FINANCE APPROVAL ITEM: 2011 COMPREHENSIVE ANNUAL BY: JOE KLOIBER BY: ' ": FINANCIAL REPORT ' DATE: 06/29/2012 The 2011 Comprehensive Annual Financial Report(CAFR), including the Independent Auditor's Report and related management letters,was distributed to the City Council on June 29th: A) The distribution of the report should be noted in the minutes of the next council meeting, which is July 9th. B) Staff recommends that the council schedule a presentation of report highlights by the Independent Auditor, HLB Tautges Redpath Ltd., for the July 23rd council meeting, including some time at the end of the presentation for questions. Please note that since neither the city's charter nor state statute requires a presentation on the CAFR, it is not required to have a quorum of council members for the presentation. RECOMMENDED MOTION: Move to recognize that the 2011 Comprehensive Annual Financial Report,including the independent auditors report,was distributed to the City Council,and move to schedule a presentation by the auditor for the July 23rd council meeting. JPK CouncilLetter CAFRdistrib 062912.docx COUNCIL ACTION: 16 CITY COUNCIL LETTER Meeting of July 9,2012 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT CITY MANAGER NO. POLICE 4 BY:\ ZA/ ITEM: Authorize Mayor and City Manager to Enter BY: Scott Nadeau j`" BY: into Contract for Towing Contractor DATE June 12,2012 DATE: NO. BACKGROUND The City's current contract for towing services with Jeff s Bobby and Steve's Auto World expires on July 31,2012. In anticipation of this,the Police Department sent out a request for bids on April 20 for a two-year contract which would begin on August 1, 2012 and run through July 31, 2014. A series of questions were asked and requirements were specified for qualified and interested contractors. The Police Department received four bids from towing companies, one of which was from a contractor in Columbia Heights and three of whom operate outside the city. Of the three vendors who were outside the city, two were outside the five mile limit specified in the request for proposals. ANALYSIS/CONCLUSION After consideration of all four proposals, the Police Department is recommending that the contract stay with Jeff s Bobby and Steve's Auto World as their rates were competitive with the other bidders, but they were the only contractor within Columbia Heights. The total number of hours they are open in a week exceeds others and facilitates claiming of vehicles. They also fulfilled other requirements and concerns,such as response time and the ability to monitor their impound lots with closed circuit television. Furthermore,the Police Department has contracted with Auto World for 35 of the last 42 months and finds their service and handling of vehicles and records to be satisfactory. RECOMMENDED MOTION: Move to authorization the Mayor and City Manager to enter into a contract with Jeff s Bobby and Steve's Auto World for towing,impounding and storage of motor vehicles as specified in the City's Request and set forth in Auto World's response to the City's Request. The term of this contract is to be August 1, 2012 through July 31, 2014, unless terminated sooner pursuant to the termination provision. 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O u., 0 r., -4 = 4 Cd 0 01,- 0 0r- E 0 Z Z tw rt' _ E tO) 0 (1) 0.) u) u) LU 1- ,,,, z, aa o a) ca >. ro 0 1.. a> 0 , n3 1.1" il 0 .= if) C 6 › .- cl. z x , U f., o In -4 ,-4 -6 = ',..., .0. 0 -Lpi- o z z w, u, w * 0 0 t - 0 0 0 0 o o .44 .... 2 It) t it) Lr) cu 0 IN (NJ e5 It) * * , - 3 vi ko'il":).,44.).>$4...:;'),i,;/,),)rvI)>,«•2: 7 •0 a) >- (I) *If 41) 7r-• ;1-, as .12 al (I) •'t ''S - cl. 1-1 o 44 4.• ./".. 0 18 < '�$ $ Columbia Heights Police Department cue S , Scott Nadeau, Chief of Police 'M9tA HE1G' April 20,2012 Dear Business Owner: The Columbia Heights Police Department(herein after CHPD)is in the process of accepting bids from private tow companies for a two-year contract from August 1, 2012 through August 1,2014. You are receiving this letter because you may be eligible to bid on the tow contract for the city. Below is a list of criteria that will be required by the CHPD in the towing contract: • No charge towing and tire changing for all Columbia Heights Police Vehicles. • The tow company impound lot must provide secure storage for all vehicles,be located in Anoka County,and within five miles of the CHPD. • The tow service must provide 24 hour, 7 day a week service. • The CHPD requires an average response time of twenty minutes. This time period is calculated from the time of the request to the time of the tows arrival.. • Impound/storage fees from CHPD administrative forfeitures and vehicles on an investigative hold for the CHPD will not exceed$17500,plus the cost of towing. • The tow company must provide temporary,secure,and heated indoor storage for vehicles placed on investigative hold by the department, This is typically short-term storage for vehicles waiting forensic processing and/or search warrants. • The CHPD will charge a$35.00 administrative fee on all vehicles impounded. This does not include private tows requested by the CHPD as a courtesy to the vehicles owner. The towing service will keep a listing of impounded vehicles and an account balance of fees owed to the CHPD. The tow service will send a monthly reconciliation of the account balance(reflecting both credits and debits). The account shall be paid on an annual basis prior to December 15th.. • All fees and charges to the registered owner are to be included with the cost of the tow. • Tow companies will not incorporate any additional fees or charges such as fuel surcharges or processing fees(except that which is indicated on the tow bid worksheet)with the cost of the tow. • Prior to the execution of the agreement,the tow service shall provide proof of insurance as follows: ■ Garage liability insurance providing coverage on the contractor's premises,operations, completed operations,and all owned,hired, and non-owned automobiles in the business with minimum limits of$1,000,000 per occurrence. ■ Garage keeper's legal liability coverage providing physical damage coverage on all automobiles in the contractor's care,custody or control,with minimum limits of$100,000 per location. ▪ On all such policies,the City of Columbia Heights shall be named as an additional insured. The certificate of insurance shall state that the coverage may not be cancelled or not renewed without 30 days' prior written notice to the city. 825 4151 Ave NE Columbia Heights, MN 55421 (763) 706-8100 f (763) 706-8126 www.chpolice.corn 19 April 20,2012 Page two If your company is able and willing to meet these requirements,we invite you to submit a bid for tow services. Please use the attached worksheet with this letter to submit with your bid for tow services for the Columbia Heights Police Department. All bids are due to the police department no later than June 1,2012. The City of Columbia Heights reserves the right to reject all bids. If you have any questions,please feel free to contact me at(763) 706-8100. Sincerely, Lenny Austin Captain 20 Columbia Heights Police Department -i , Scott Nadeau, Chief of Police ,-1921-7k)5' . � 2'4 UM8 IA HEA 2012 CHPD Tow Bid Worksheet Name of Tow Company Cost your company will charge for a standard tow: (not to exceed $125.00) Daily impound/storage fee: (Not to Exceed $25.00 per day, or$500.00 total impound/storage fees to owner) Investigative hold/seized impound fee for Columbia Heights Police: (Not to exceed$175.00 billed to CHPD) Administrative forfeiture fee for Columbia Heights Police impound fees: (Not to exceed$175.00 billed to CHPD) Fee for Roadway clean-up in excess of customary sweeping Please list the days and hours the Impound Lot is Open Is your impound lot in Columbia Heights? If not,please list the distance from the Columbia Heights Police Department(825 41st Ave NE) Please list additional services and information that you feel would assist the Columbia Heights Police Department with their towing and impound needs: 1. 2. 3. 4. Please Return Completed Form to CHPD by June 1, 2012 if you wish to be considered. Submit completed for�u to : Lenny Austin Captain Columbia Heights Police Department 825 41st Avenue NE Columbia Heights, MN 55421 825 4t Ave NE Columbia Heights, MN 55421 (763) 706-8100 f (763) 706-8126 www.chpolice.cor 21 Tow Contract 2012 Potential Bidder Mailing List 1) Auto Medics 3760 Flowerfield Rd Circle Pines, MN 55014 2) Blue Towing 2535 85th Avenue NE Blaine, MN 55449 3) Jeff's Bobby& Steve's Auto World 3701 Central Avenue NE Columbia Heights, MN 55421 4) Shorty's 1257 Osborne Road NE Spring Lake Park, MN 55432 5) Twin Cities Towing 3201 Stinson Blvd Minneapolis, MN 55418 6) Schmit Towing Inc. 92 43rd Avenue NE Minneapolis, MN 55421 7) Citywide Towing 9309 83id Avenue North Brooklyn Park, MN 55445 8) Cedar Towing 359 Hoover Street NE Minneapolis, MN 55413 9) Bill Kowalik Statewide Towing 1001 1st St NW New Brighton,MN 55112 651-633-4262 (letter sent 5-2) 22 TOWING AGREEMENT THIS AGREEMENT entered into this day of , 2012 by and between the City of Columbia Heights, a municipal corporation, hereinafter referred to as "City", and Jeff's Bobby and Steve's Auto World hereinafter referred to as "Auto World". WHEREAS,by letter dated April 20, 2012, the City requested bid proposals for the purpose of retaining a service to provide towing,impounding and storage of motor vehicles for the City 24 hours per day, 365 days per year, and on an as needed and directed basis. WHEREAS,pursuant to the criteria set forth in the City's request for bid proposal dated May 31, 2012, the City has determined Auto World will best serve the City's needs. NOW, THERFORE, IT IS HEREBY MUTUALLY AGREED, in consideration of each party's promises, and considerations herein set forth, as follows: 1. Incorporation. The parties hereby agree that the following are incorporated into and made part of this agreement: a. Recitals set forth above; b. City's request for bid proposal for towing, impounding and storage of motor vehicles dated April 20, 2012 ("City's Request"), a copy of which is attached hereto as Exhibit A; and c. Auto World's completed Tow Bid Worksheet, a copy of which is attached hereto as Exhibit B. 2, Term. This Contract for service shall commence on August 1, 2012 and terminate on July 31,2014 unless terminated sooner pursuant to the termination provision of paragraph 8. 3. Services. Auto World shall provide towing, impounding and storage for motor vehicle service as specified in the City's Request and set forth in Auto World's response to the City's Request. 4. Compensation. Auto World shall be entitled to a charge for its towing and storage services pursuant to the fees submitted in its response to the City's Request. 5. Independent Contractor. The parties to this Agreement agree that Auto World, and any of its designated representatives or employees, is an independent contractor. Auto World, and any of its designated representatives or employees, are not employees of the City and are not entitled to the benefits provided by the City to its employees, including but not limited to health,worker's compensation and unemployment insurance, and pension or employee benefit plans. Auto World has and retains full control and supervision of the services and full control over the performance of the services required under this agreement. 6. Indemnification. Auto World is solely responsible for loss or damage to any vehicle, including all equipment and contents, from the time direction is given by the authorized City representative turning the vehicle over to Auto World or its agents, until such time as the vehicle is legally released to the registered or actual owner or legal agent thereof, or to an 23 authorized police agency. Auto World agrees to indemnify the City and hold it harmless from and against any and all claims, suits and actions against, and all loss, damage, costs or expense to the City, including attorneys fees and cost of defense that may be caused directly or indirectly by Auto World, it's agents and/or employees related in any manner to the performance of this Agreement. Auto World shall further indemnify the City against all liability and loss in connection with, and shall assume full responsibility for,payment of all federal, state and local taxes or contributions imposed or required under employment insurance, social security and income tax laws, with respect to Auto World employees engaged in performance of this Agreement. 7. Insurance. During the teen of this Agreement, Auto World shall procure and maintain at is own expense insurance as specified in the City's Request. Auto World shall provide the City with proof of said insurance prior to executing this Agreement and during each year of this Agreement. The City of Columbia Heights shall be named as an additional insured on said policies. 8. Termination. Either party may terminate this Agreement with or without cause upon ninety days written notice. 9. Separability. In case any one or more of the provisions contained in this Agreement shall be invalid, illegal or unenforceable in any respect, the validity, legality and enforceability of the remaining provisions contained herein and any other application thereof shall not in any way be affected or impaired thereby. 10. Notification Information. Any notice to the parties herein shall be deemed to have been given or delivered on the date sent, if sent by certified mail addressed as follows, or to such other address as a party may subsequently request by certified mail: To City: Walt Fehst, City Administrator City of Columbia Heights 590 40th Avenue NE Columbia Heights, MN 55421 With a copy to: Scott Nadeau, Police Chief Columbia Heights Police Department 825 41st Avenue NE Columbia Heights, MN 55421 With a copy to: James D. Hoeft, Esq. Barna, Guzy& Steffen, Ltd. 400 Northtown Financial Plaza 200 Coon Rapids Boulevard Minneapolis, MN 55433 To Auto World: Jeff's Bobby and Steve's Auto World 3 701 Central Avenue NE Columbia Heights, MN 55421 2 24 11. Third Party Beneficiary. This Agreement is created for the sole benefit of the parties hereto and shall not create any third party beneficiary rights. 12. Assignment. This Agreement may not be assigned without the prior written consent of the City. 13. Entire Agreement. This Agreement contains the entire understanding between the parties, and no statements, promises, or inducements made by either party that are not contained herein shall be valid or binding; this Agreement may not be enlarged, modified, or altered except in writing signed by the parties. 14. Jurisdiction. Any and all suits for any and every breach of this Agreement must be instituted and maintained in a court of competent jurisdiction in the County of Anoka, State of Minnesota. 15. Governing Law, The laws of the State of Minnesota in all respects shall govern this Agreement. 16. Binding Agreement. This Agreement shall be binding upon and extend to the respective representatives, heirs, successors and assigns of the parties hereto. CITY OF COLUMBIA HEIGHTS By: Mayor, Gary Peterson By: City Administrator, Walt Fehst AUTO WORLD By: 497558 1rev01-11 3 25 ' Columbia Heights Police Department ,+ 4 Scott Nadeau, Chief of Police 3421 tstr_ ,,,to j/MBIA HEW 2012 CITPD Tow Bid Worksheet Name of Tow Company ,77.7e. S, au r;iJ Cost your company will charge for a standard tow: ` (not to exceed$125.00) Daily impound/storage fee: 2-- — (Not to Exceed$25.00 per day, or$500.00 total impound/storage fees to owner) Investigative hold/seized impound fee for Columbia Heights Police: f (Not to exceed$175.00 billed to CHPD) Administrative forfeiture fee for Columbia Heights Police impound fees: I 2_ 'v (Not to exceed$175.00 billed to CHPD) Fee for Roadway clean-up in excess of customary sweeping `-/o Please list the days and hours the Impound Lot is Open ? D S , ./)C7.4 m t g m Is your impound lot in Columbia Heights? 'V ' S If not,please list the distance from the Columbia Heights Police Department(825 41st Ave NE) Please list additional services and information that you feel would assist the Columbia Heights Police Department with their towing and impound needs: 1. t-k r/-_ -1 tie 1 -» 'v , L 0 S �, C' //+S 2. Ct..o.SL£J CI( r'2C �t • - • f a ' 3. L4 b 0 /9-fit" -E--o S t �t' S ec „Lie ✓� G Ge�".¢ - -� .--2 C)r ,2 C/e..etd S LAY C `) ,4 /4-e-1-ri- 62 �- z -Y - , ,° 's Please Return Completed Form to CHPD by June 1, 2012 if you wish to be considered Submit completed form to: Cam a e e--'Z- (-1-0(---- .5-7 c�S Lenny Austin c le_ ?c) e •S Captain 4 L-1 e }/ �v /�" t 4-- Y Columbia Heights Police Department S 825 41st Avenue NE t t . . S Columbia Heights,MN 55421 825 41'Ave NE Columbia Heights, MN 55421 (763) 706-8100 f (763) 706-8126 www.chpolice.corn 26 CITY COUNCIL LETTER Meeting of July 9,2012 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT CITY MANAGER NO. POLICE APPROVAL:ITEM: Authorize Mayor and City Manager to BY: Scott Nadeau BY:d Enter into Contract for Car Wash Services DATE June 12,2012 DATE: NO. BACKGROUND The City's current contract for car wash services with Jeff's Bobby and Steve's AutoWorld expires on July 31, 2012. In preparation for this, letters and bid sheets were sent to two local car wash vendors. Copies of the letter and bid sheet are attached. One other local vendor, Holiday, was not asked to participate in the bidding process. The Police Department has contracted with them in the past and did not find their service to be acceptable. In addition, they do not provide the interior detailing and biohazard cleaning that is required. ANALYSIS/CONCLUSION Only one bid was received; see attached Car Wash Bid Summary. Because of this,and because the Police Department has been satisfied with the service it receives from Jeff's Bobby and Steve's Auto World for car washes, it was determined that it would recommend again contracting with Jeff's Bobby and Steve's AutoWorld. Auto World's bid for unlimited standard car washes($2,000/year)is$50 higher than the yearly cost in the current contract. This contract will be amended from previous years'contracts to include vehicles from other city departments. RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into a contract with Jeff's Bobby and Steve's AutoWorld for car wash services as specified in the City's Request and AutoWorld's response to the City's Request. The term of this contract is to be August 1, 2012 through July 31, 2014, unless terminated sooner pursuant to the termination provision. COUNCIL ACTION: 27 v) ... ta a) >.. Z c) 0 ri.) ir) < > Z 0 ad -C 0 .c:r) u. v) a..) a) = Z .4 -0 1 -.1 a) -0 < > E ID Z 0 ..>. 0 o E in -03 > ko -0 .c ,c ff.) 01 4tC CNI tt p-'Eh E t5 _143 .Ne .o E 0 *-5. * * * * * C -0 0 >** w RS 1:3 0 W Ow re CL (NJ 0 = 4.0 Ot r ....... g x E t m E M. - ti) 0 oft icC M c 0 X .-- W • N Z ild it CC 0 rs, t./ P( z 0 ,j x 11.1 Lti ° (.1 Z D. ea -EPr .4 U) 'Si 'IC (u ty x (.1 z 5.1 0.4 E co ci it) . c :0 < 5 E r 1 , 0 = .... z N (9) U U.1 voi LU aLi s.- 0 LI° 0 0 M 0.4 tI3 CU C4 ---.. #.4 tZ .... cD x w c 04 ul — L.,-) (NI' z "a 44 43)- Z M (a LI. s.- Ill cL U) a) >.- E C3 o 4 c Z ''' c DO 4 cc 4.... u u 4) co) 28 rn tstiA4 x Columbia Heights Police Department foLic=e Scott Nadeau, Chief of Police `, '1.021'$ %LIMBfAt3Et�s` April 20, 2012 To whom it may concern: The Columbia Heights Police Department is in the process of accepting bids for car wash services from private businesses for a two-year contract from August 1, 2012 through August 1, 2014. You are receiving this letter because you may be eligible to bid on the contract for the city. Below is a list of criteria that will be required by the Columbia Heights Police Department in the car wash contract: e Interior and exterior auto detailing O Ability to clean biohazard material If your company is able and willing to meet these requirements, we invite you to submit a bid for car wash services. Please use the attached worksheet with this letter to submit with your bid for car wash services for the Columbia Heights Police Department. The worksheet is to be filled out completely if you are to be considered for the car wash contract. A proposal may be included with the worksheet, but will not be used in place of the worksheet. All bids are due to the police department no later than June 1,2012. The City of Columbia Heights reserves the right to reject all bids. If you have any questions, please feel free to contact me at(763) 706-8100. Sincerely, Lenny Austin Captain 825 41"Ave NE Columbia Heights, MN 55421 (763) 706-8100 f. (763) 706-8126 www.chpolice.com 29 Columbia Heights Police Department 4 L1a; Scott Nadeau, Chief of Police ` ` t tiff ~4.4 T31 ye_i. 2012 CHPD Car Wash Bid Worksheet Note: This form is to be filled out completely if you are to be considered for the car wash contract. A proposal may be included with this worksheet, but will not be used in place of this worksheet. Name of Company Cost your company will charge for: Unlimited use of standard car washes Unlimited use of full service car washes Do you have interior and exterior detailing available? If so,please list the cost of this service: Do you have the ability to clean up biohazard material (i.e. blood,urine, feces)? If so,please list the cost of this service What type of car wash does your company have (i.e. touchless)? Please list additional services and information that you feel would assist the Columbia Heights Police Depaitinent with their car washing needs: 1. 2. 3. 4. Please Return Completed Form to CHPD by June 1, 2012 if you wish to be considered. Submit completed form to: Lenny Austin Captain Columbia Heights Police Department 825 41st Avenue NE Columbia Heights,MN 55421 825 41'Ave NE Columbia Heights, MN 55421 (763) 706-8100 f (763) 706-8126 www.chpolice.corn 30 Car Wash Contract 2012 Potential Bidder Mailing List: Mister Car Wash 4423 Central Ave NE Columbia Heights, MN 55421 Jeff's Bobby & Steve's Auto World 3701 Central Ave NE Columbia Heights, MN 55421 31 CAR WASH AGREEMENT THIS AGREEMENT entered into this day of , 2012 by and between the City of Columbia Heights, a municipal corporation,hereinafter referred to as"City", and Jeff s Bobby & Steves Auto World, hereinafter referred to as "Auto World". WHEREAS, by letter dated April 20, 2012, the City requested bid proposals for the purpose of retaining a car wash service for the Columbia Heights Police Department. WHEREAS,pursuant to the criteria set forth in the City's request for bid proposal dated April 20,2012, the City has determined Auto World will best serve the City's needs. NOW, THERFORE, IT IS HEREBY MUTUALLY AGREED,in consideration of each party's promises, and considerations herein set forth, as follows: 1. Incorporation. The parties hereby agree that the following are incorporated into and made part of this agreement: a. Recitals set forth above; b. City's request for bid proposal for Police Department car wash services dated April 20, 2012 ("City's Request"), a copy of which is attached hereto as Exhibit A; and c. Auto World's completed 2012 CHPD Car Wash Bid Worksheet, a copy of which is attached hereto as Exhibit B. 2. Term. This Contract for service shall commence on August 1, 2012 and terminate on July 31, 2014 unless terminated sooner pursuant to the termination provision of paragraph 7. 3. Services. Auto World shall provide the Columbia Heights Police Department with the Unlimited Use Standard Car Wash Service as set forth in Auto World's response to the City's Request. Auto World also agrees to include washing of other city vehicles in the contract price. 4. Compensation. Auto World shall be entitled to an annual charge of$2,000.00 for providing said service as identified herein, which charge shall be paid by City in an annual installment of$2,000.00. 5. Independent Contractor. The parties to this Agreement agree that Auto World, and any of its designated representatives or employees, is an independent contractor. Auto World, and any of its designated representatives or employees, are not employees of the City and are not entitled to the benefits provided by the City to its employees, including but not limited to health,worker's compensation and unemployment insurance, and pension or employee benefit plans. Auto World has and retains full control and supervision of the services and full control over the performance of the services required under this agreement. 6. Indemnification. Auto World is solely responsible for damage to any vehicle, including all equipment and contents, serviced pursuant to this Agreement. Auto World agrees to indemnify the City against all liability and loss in connection with, and shall assume full 32 responsibility for,payment of all federal, state and local taxes or contributions imposed or required under employment insurance, social security and income tax laws, with respect to Auto World employees engaged in performance of this Agreement. 7. Termination. Either party may terminate this Agreement with or without cause upon ninety days written notice. If this contract is terminated prior to the date set forth in paragraph 2, any payment made pursuant to paragraph 4 shall be prorated to the effective date of termination. 8. Separability. In case any one or more of the provisions contained in this Agreement shall be invalid, illegal or unenforceable in any respect,the validity, legality and enforceability of the remaining provisions contained herein and any other application thereof shall not in any way be affected or impaired thereby. 9. Notification Information. Any notice to the parties herein shall be deemed to have been given or delivered on the date sent, if sent by certified mail addressed as follows, or to such other address as a party may subsequently request by certified mail: To City: Walt Fehst, City Administrator City of Columbia Heights 590 40th Avenue NE Columbia Heights, MN 55421 With a copy to: Scott Nadeau, Police Chief Columbia Heights Police Department 825 41st Avenue NE Columbia Heights,MN 55421 With a copy to: James D. Hoeft, Esq. Barna, Guzy &Steffen, Ltd. 400 Northtown Financial Plaza 200 Coon Rapids Boulevard Minneapolis,MN 55433 To Jeff s Bobby & Steves: Jeff Bahe Jeff s Bobby & Steves Auto World 3701 Central Avenue NE Columbia Heights,MN 55421 10. Assignment. This Agreement may not be assigned without the prior written consent of the City. 11. Entire Agreement. This Agreement contains the entire understanding between the parties, and no statements, promises, or inducements made by either party that are not contained herein shall be valid or binding; this Agreement may not be enlarged,modified, or altered except in writing signed by the parties. 2 33 12. Jurisdiction. Any and all suits for any and every breach of this Agreement must be instituted and maintained in a court of competent jurisdiction in the County of Anoka, State of Minnesota. 13. Governing Law. The laws of the State of Minnesota in all respects shall govern this Agreement. 14. Binding Agreement. This Agreement shall be binding upon and extend to the respective representatives,heirs, successors and assigns of the parties hereto. CITY OF COLUMBIA HEIGHTS By: Mayor, Gary Peterson By: City Administrator, Walt Fehst JEFF'S BOBBY & STEVES AUTO WORLD By: Jeff Babe 497562_] 3 34 /..,,,....,",,..., Columbia Heights Police Department ,?caLic.% •., ftr04---f,,., ,,, ,'''''t° Scott Nadeau, Chief of Police 6.'4:\a‘411:41:: : - - 1.,,N, ,. ,z•P .. , i ;,,' c,,V.,;* •,. fro/;/,:tgiMP w\. Mr Nt .0. 2012 C1-1PD Car Wash Bid Worksheet Note: This form is to be filled out completely fyou are to be considered for the car wash contract. A proposal may be included with this worksheet, but will not be used in place of this worksheet. Name of Company „ITe.e.e ,f g.70 e / ---4- S-14e_tiey ...-,-,-, 1-e /..„..,ic, fae --) Cost your company will charge for: Unlimited use of standard car washes 2, 000 PE/z. Unlimited use of full service car washes 2 c.,)c) ce/2_ "-/e -,2.. Do you have interior and exterior detailing available? If so,please list the cost of this service: , cx) -7L-e) .,,.‘"(-- e e''..... / Do you have the ability to clean up biohazard material (i.e.blood,urine, feces)? If so,please list the cost of this service r),c, , 2_ ,ei 11— ./‹.:1 (-,„,,te,ee t") What type of car wash does your company have(i.e.touchless)? Sc..) - --14- CI L4,1-if L-t, / ,--t /'_r)-9-74 ,----) C2__(I) 1 () Please list additional services and information that you feel would assist the Columbia Heights Police Department with their car washing needs: -1- ve..144 1. 0 o*--- e I-, .2- I-1 2.- 3 L,s---- - 44:41L.L2A. ...-..,...-;-of----- 2. C i-e CZ 3. p,‘e,./.___ Li,c, ,1 -1...,0 J)e_e_.. tie hi! 4. ,t) _4-1-1,--,,, Ag Li 5 ..2,e,....S- ..C.,-—1-, Co ci_ f(--45 ---)-7,-/-7 .1.->i---,7 -4-,-----1-, L/0 (..... C)e...._<3- Please Return Completed Form to CHPD by June 1, 2012 if you wish to be considered. Submit completed form to: Lenny Austin Captain Columbia Heights Police Department 825 41st Avenue NE Columbia Heights,MN 55421 825 ills'five NE Columbia Heights, MN 55421 (763) 706-8100 f (763) 706-8126 www.chpolice.corn 35 CITY COUNCIL LETTER Meeting of July 9, 2012 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY Fire MANAGER NO: APPROVAL ITEM: Rental Housing BY: Gary Gorman BY a Licenses NO: DATE: July 3, 2012 DATE: Approval of attached list of rental housing applications. RECOMMENDED MOTION: Move to approve the items listed for rental housing license applications for July 9, 2012 in that they have met the requirements of the Property Maintenance Code. COUNCIL ACTION: 36 5m snm A Print Rental Licenses to approve by CC ins Don Division 825 41st Avenue N.E.-Columbia Heights,MN 55421-Ph:763-706-8156-Fax:763-706-8151 10002 3849 MAIN ST NE Roeller, Brian F11789 218 State Street S. $ 150.00 Bayport, MN 55003 10036 4222 MONROE ST NE Witt, Robert F11702 353 Owasso Blvd S. $ 150.00 Roseville, MN 55113 10060 3913 ARTHUR ST NE Sentyrz Jr., Walter F11884C 1612 2nd Street N.E. $ 150.00 Minneapolis, MN 55413-1138 10066 3971 JOHNSON ST NE Engles, Justin F11875 3971 Johnson St $ 150.00 Columbia Heights, MN 55421 10098 677 46 1/2 AVE NE Musenbrock, Michael F11817 677 46-1/2 Avenue NE $ 150.00 Columbia Heights, MN 55421 10134 1019 37TH AVE NE Thorn, Erika F11561 702 46-1/2 Avenue $ 150.00 Hilltop, MN 55421 10159 4438 6TH ST NE Anderberg, Josh F11762 3890 Highland Dr. $ 150.00 Shoreview, MN 55126 10165 4632 6TH ST NE Sentyrz, Jr., Walter F11884A 3316 Highcrest Rd NE $ 150.00 Minneapolis, MN 55418 10180 4149 7TH ST NE Esso Properties LLC F11785A 3445 Longfellow Avenue STE#2 $ 150.00 Minneapolis, MN 55407 10203 4136 MADISON ST NE Mulfinger, Jeffrey F11965 323 Monroe Ave S. $ 150.00 Hopkins, MN 55343 10215 3863 RESERVOIR BLVD NE Murphy, Kimberly F118888 7564 Lee Avenue North $ 150.00 Brookyn Park, MN 55443 07/03/2012 10:54 Page 1 37 .0, zrr' Print Rental Licenses to FIRE l DEPARTMENT approve by CC ins Don 825 41st Avenue N.E.-Columbia Heights,MN 55421-Ph:763-706-8156-Fax:763-706-8151 10225 4905 5TH ST NE Cel Monton, LLC F11639A 1845 Stinson PKWY#102 $ 150.00 Minneapolis, MN 55418 10281 4832 W UPLAND CRST NE Hiel, Mark F11774 4826 W UPLAND CRST NE $ 150.00 Columbia Heights, MN 55421 10291-RY347 ORENDORFF WAY NE Ahmed, Hussein F11836 347 ORENDORF WAY NE $ 150.00 Columbia Heights, MN 55421 10309 972 40TH AVE NE Chalmers, Scott F11770 1601 N. Sepulveda Blvd. $ 150.00 Manhattan Beach, CA 90266 10310 4118 7TH ST NE Le, Hau F11772 10104 Welcome Avenue N. $ 150.00 Brooklyn Park, MN 55443 10313 4931 JEFFERSON ST NE Rossi, Fraenkel F11968 6773 Shingle Creek Dr. $ 25.00 Brooklyn Park, MN 55445 10315 4348 5TH ST NE Randall, Jennifer F11916 3410 Texas Ave. $ 150.00 St. Louis Park, MN 55426 10316 4913 6TH ST NE Rodrigue, Neil F11908 3335 Pierce St NE $ 150.00 Minneapolis, MN 55418 10325 4310 JEFFERSON ST NE Hardy, Tim F11921 1931 29th Avenue. NW $ 150.00 New Brighton, MN 55112 10331 4059 JEFFERSON ST NE Ahmed,Adam F11747 843 95th Lane NE $ 150.00 Blaine, MN 55434 10339-RY3834 5TH ST NE Cotten, Lorie F11864 PO Box 1585 $ 150.00 Bentonville,AR 72712 07/03/2012 10:54 Page 2 38 r ism znm Print Rental Licenses to HaNA FIRE DEPARTMENT approve by CC 825 41st Avenue N.E.-Columbia Heights,MN 55421-Ph:763-706-8156-Fax:763-706-8151 10380 5075 JOHNSON ST NE Ramirez, Jeanne F11812 5075 Johnson Street NE $ 150.00 Columbia Heights, MN 55421 10387 3955 TYLER ST NE McIntyre,Aaron F11909 13155 Martin St. N.W. $ 150.00 Coon Rapids, MN 55448 12073 4909 JACKSON ST NE Westman, William F11857 4909 NE Jackson Street 4909 $ 150.00 Columbia Heights, MN 55421 12078 5031 JACKSON ST NE Johnson, Jane F11801 5031 Jackson Street $ 150.00 Columbia Heights, MN 55421 12094 1024 45TH AVE NE Hamilton, Vicki F11894 5990 Oakwood Manor $ 150.00 Fridley, MN 55432 12167 4957 TYLER ST NE Johnson, Greg F11890 817 Plainview $ 150.00 LaCrosse,WI 54603 12167 4957 TYLER ST NE Klenert, Elizabeth F11890 4957 Tyler Street $ 150.00 Columbia Heights, MN 55421 20010 4636 WASHINGTON ST NE DaCosta, Ernest F11865 268 Balfour Ave $ 150.00 Winnipeg Manitoba CAN, CN R3L 1 N6 20015 1725 37TH AVE NE Dickinson, Dianne F11868 3020 Fillmore Street $ 150.00 Minneapolis, MN 55418 20021 1154 CHEERY LN NE Lewis, Mark F11899 3700 Vinewood Lane $ 150.00 Plymouth, MN 55441 20027 831 40TH AVE NE T.P.T. Partnership, Tim Taylor F11712 831 NE 40TH AVE $ 150.00 Columbia Heights, MN 55421 07/03/2012 10:54 Page 3 39 ve;,, Print Rental Licenses to tor FIRgnse approve by CC Dection 825 41st Avenue N.E.-Columbia Heights,MN 55421-Ph:763-706-8156-Fax:763-706-8151 20032 4724 6TH ST NE Vanderheyden, Michael F11751 8400 Adair Avenue $ 150.00 Brooklyn Park, MN 55443 20046 3800 TYLER ST NE Smith, Bruce F11783 4 Washburn Ave. S. $ 150.00 Minneapolis, MN 55405 20067-NC1411 37TH AVE NE Thorp, Willard F11876 337 Chestnut Street East $ 150.00 South St. Paul, MN 55075 20096 1201 37TH AVE NE Rifai, Samiha F11857A 608 37th Avenue N.E. $ 150.00 Minneapolis, MN 55418 20104 4645 TAYLOR ST NE Thompson, Ty F11862 3846 Xerxes Ave. North $ 150.00 Minneapolis, MN 55412 20106 204 42ND AVE NE Diekow, Ryan F11660 9130 Inverness Lane NW $ 150.00 Ramsey, MN 55303 20117 1214 45 1/2 AVE NE Luu-Wang, Ping F11969 6239 4th Avenue S. $ 150.00 Richfield, MN 55423 20125 3726 PIERCE ST NE Fisher, Carolyn F11889 413 5th ST NW $ 150.00 St Michael, MN 55376-1041 20126 1141 CHEERY LN NE Jamal, Khalid F11927 1274 Circle Terrace Blvd. N.E. $ 150.00 Columbia Heights, MN 55421 20140 5043 JACKSON ST NE Moseychuk, Alexander F11915 1033 44-1/2 Avenue $ 150.00 Columbia Heights, MN 55421 20228 4228 MADISON ST NE Schaff, Nelia F11837 1551 Woodside CT $ 150.00 Fridley, MN 55432 07/03/2012 10:54 Page 4 40 som Print Rental Licenses to HA FIRE DEPARTMENT ins . ection Division approve by CC 825 41st Avenue N.E.-Columbia Heights,MN 55421-Ph:763-706-8156-Fax:763-706-8151 20248 4540 TYLER ST NE Hecker, Daniel F11882 11658 50th St N $ 150.00 Lake Elmo, MN 55042 20280 3719 PIERCE ST NE Melberg, Dale F11892 12644 Anchor Point Road $ 150.00 Crosslake, MN 56442 20334 4522 TYLER ST NE Findell, Donald F11775 6850 Siverts Lane $ 150.00 Fridley, MN 55432 20381 3713 BUCHANAN ST NE Peterson, Gary F11872 3712 Lincoln Street NE $ 150.00 Columbia Heights, MN 55421 20409-NC4161 TYLER ST NE Stauch, Audrey F11959 1155 Khyber Lane N.E. $ 150.00 Columbia Heights, MN 55421 20426 4154 2ND ST NE Reichow, Charles F11584 11671 Alder St NW $ 150.00 Coon Rapids, MN 55433 30014 4330 3RD ST NE M.V.A. International F11859B 5100 Gamble Dr. Suite#375 $ 165.00 St.Louis Park, MN 55416 30016 4322 3RD ST NE M.V.A. International F11859A 5100 Gamble Dr.#375 Suite#375 $ 165.00 St.Louis Park, MN 55416 30079 529 MILL ST NE Gramith, Charles F11701 233 W. Grandview Avenue $211.00 Roseville, MN 55113 30120 4633 TYLER ST NE Cantlin Lake Properties, LLC F11700 28551 127th St NW $ 160.00 Zimmerman, MN 55398 30139 5025 UNIVERSITY AVE NE T.L. Apts. LLC F11529 1148 Heritage Drive $248.00 Shakopee, MN 55379 07/03/2012 10:54 Page 5 41 ,v ;.m Print Rental Licenses to for FIRE DEPARTMENT approve by CC ins x; Sion Division 825 41st Avenue N.E.-Columbia Heights,MN 55421 Ph:763-706-8156-Fax:763-706-8151 30173 4233 3RD ST NE Berg, Richard F11847 3535 Cleveland Street $248.00 Minneapolis, MN 55418 34009-NC1331 42ND AVE NE Nawrocki, Dale F11911 173 Hartman Circle $ 150.00 Fridley, MN 55432 34049-NC1429 42ND AVE NE Abbott, Nancy F11966 1429 42nd Avenue NE $ 150.00 Columbia Heights, MN 55421 Total#of Licenses 58 07/03/2012 10:54 Page 6 42 CITY COUNCIL LETTER Meeting of July 9, 2012 AGENDA SECTION: CONSENT ORIGINATING DEPT.: CITY MANAGER NO: License Department APPROVAL ITEM: License Agenda BY: Shelley Hanson DATE: NO DATE: July 5, 2012 BY Z4//14///----' BACKGROUND/ANALYSIS Attached is the business license agenda for the July 9,2012 Council meeting. This agenda consists of applications for Contractor licenses for 2012. 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 infoiivation cannot be released to the public. RECOMMENDED MOTION: Move to approve the items as listed on the business license agenda for July 9, 2012 as presented. COUNCIL ACTION: TO CITY COUNCIL July 9, 2012 43 *Signed Waiver Form Accompanied Application CONTRACTOR'S LICENSES -2012 BLDG M & S Plumbing LLC 23581 Heather St NW, St Francis $60 *Lakson Excavating 4410 Grafton Ave, Oakdale $60 One Way Building Sery 6811 Washington Ave. Edina $60 EMC Services Inc. 321 Dean Ave E, Champlin $60 G.V. Heating &AC 5182 W Broadway, Crystal $60 *Southside Htg & AC 10800 Normandale Blvd, Bloomington $60 JWB Construction 11837 97th Ave, Milaca $60 Air Design Inc. 1500 122nd Lane NE, Blaine $60 Vinco Inc. PO Box 907, Forest Lake $60 *Academy Htg&AC 9766 Scandia Tr N, Forest Lake $60 44 CITY OF COLUMBIA HEIGHTS FINANCE DEPARTMENT COUNCIL MEETING OF: July 09, 2012 . STATE OF MINNESOTA COUNTY OF ANOKA CITY OF COLUMBIA HEIGHTS Motion: Move that in accordance with Minnesota Statute 412.271, subd. 8 the City Council has received the list of claims paid covering check number 144093 through 144271 in the amount of$ 2,937,089.02. 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Z I H H d' N 0 O H LCl r1 lD H N Lrl 0 0 H 01 H N r1 cr 0\ H N H O H rl C l0 H I H Ur-- 'a 0 I 0 0 0 H N C LO LO N N H H H N r1 01 rl 0 0 0 0 0 Ln LCl O N CO CO CO CO O 01 1 01 O rl O a WI H N N N N N N N rl rl C q' O' C C C d' lO l0 to UO W LO CD N N O O O O H W Pa I a1 H CITY COUNCIL LETTER Meeting of: July 9th, 2012 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY NO: PUBLIC WORKS MAN/AG ITEM: ACCEPT BIDS FOR THE BY: Kevin Hansen BY: l ARGONNE LIFT STATION DATE: 07/03/2012 DATE: REPLACEMENT AND CONTRACT AWARD Background: On April 23,2012 the City Council ordered final plans for the replacement of the Argonne Lift Station. Plans and specifications were prepared and advertised for bids in the Sun Focus on June 7, 2012 and also advertised electronically through Quest Construction Data Network. Ten contractors or suppliers requested copies of the bidding documents. Two bids were received and publicly read aloud at the June 28th, 2012 bid opening. A detailed copy of the complete bid tabulation is attached from the Consulting Engineer, Bolton and Menk, Inc. Analysis/Conclusions: The bidding documents provided for rehabilitating the existing structure, and replacing the pumps and controls as detailed in the Engineering report received by the Council on April 23rd. An add alternate was included for a permanent natural gas generator. The Engineer's Estimate provided an estimate of cost at $180,000 for the new lift station and $35,000 for the generator. The base bids came in at $243,590 and $246,500, or $63,590 above the Engineer's estimate. Due to bids coming in at 35% over the Engineer's Estimate, a bid evaluation was conducted—attached herewith. Bolton and Menk contacted the equipment suppliers and contractor(s) for actual equipment prices. The lift station pump, SCADA controls, by-pass pumping and structure rehabilitation accounted for $50,000 of cost difference from quotes the Engineer received used to prepare his estimate. The Engineer then contacted other suppliers and contractors to review if a spring 2013 rebid would improve the bids—costs are expected to continue to increase in both equipment and construction. A redesign of the pump station was evaluated—but did not did not provide any significant cost savings. A spread of 1.2 percent on the bids received indicates competitive bidding. I would concur with Bolton and Menk's analysis that a rebid or a redesign would not provide a cost savings and that the bids received on June 28th were competitive and responsive. RECOMMENDED MOTION: Move to accept the bids and award the Argonne Lift Station replacement, City Project No. 1114, to Penn Contracting of Blaine, Minnesota based upon their low, qualified responsible bid in the amount of$243,590 and adding Alternate 1 in the amount of$41,100 with funds to be appropriated from Fund 651-5114-5185; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. RECOMMENDED MOTION (ALTERNATE): Move to reject all bids for the Argonne Lift Station replacement, City Project No. 1114, and authorize the project to be rebid for a spring 2013 letting. COUNCIL ACTION: 53 JvN � B©L_T©N & rA = N K , INC® m( Consulting Engineers & Surveyors 12224 NicolletAvenue• Burnsville, MN 55337 '� Phone(952)890 0509• Fax(952)890-8065 www.bolton-menk.com BID EVALUATION FOR ARGONNE SANITARY SEWER LIFT STATION CITY OF COLUMBIA HEIGHTS, MINNESOTA CITY PROJECT 2011-2407 Two (2) bids were received for the construction of the Argonne Sanitary Sewer Lift Station project. The base bid for this project is for the replacement of the lift station. There was one (1) add item which was for a natural gas driven,permanent generator. The base bid numbers for lift station replacement ranged from$243,590 to$246,500 as shown in the attached Bid Tabulation. The Engineer's estimate for the project was $180,000. The apparent low,responsive and responsible bidder was Penn Contracting, Inc., of Blaine,Minnesota. Both bidders were well above the engineer's estimate. However,the two bids were within 1.2 percent of each other indicating very competitive bidding. The same is the case for the add item, as these bids were $41,100 and $37,500. Award of the project is based on the base bid price for the replacement of the lift station. Since Penn Contracting is the low base bidder, their add item can be evaluated, and they bid $41,100 for the generator. The cost of the natural gas generator is slightly higher than our estimate, however,based on the unreliable power issues that the City has encountered in the past at this station and if budget permits, it is recommended that the City accept the add item for the natural gas generator. After reviewing the bids and discussing the bids with both bidders and various suppliers, it appears that the cost difference between the estimate and actual bids is attributable to multiple items. Comparing the quotes received in order to prepare the estimate with bid numbers, the lift station pumps and structure, and the control panel and SCADA costs account for approximately $50,000 of the cost difference. Some of the additional costs for the pumps and structure are attributed to the requirement that the pumps and equipment in the structure must be explosion proof due to electrical code requirements and also overall equipment costs have increased. Regarding the control panel and SCADA costs, the City has standardized on one control panel manufacturer and SCADA integrator and that influenced the bidding as it was not competitive and only one company was listed. However, it is not feasible for the City to change SCADA contractors as the City SCADA system is built by one company and it is not cost effective to always change integrators. The plans required the contractor to bring a new electrical service to the station because of requirements from the electric utility and this also adds additional cost to the project. In addition, costs for the concrete road replacement and the painting of the station were higher than estimates and again this adds additional costs to the project. Based on the tight bidding between both bidders, the bid documents did not contain any wording or ambiguities so as to force the Contractors to build in additional contingencies. Therefore, we feel the specifications were not restrictive to force a non-competitive bid situation. Recently we have seen an increase in construction costs and especially equipment costs with similar type projects. In addition, we G.\columbia heights\M21.104158 Argonne LS\1_Corres\Bid Eval.doc DESIGNING FOR A BETTER TOMORROW Bolton&Menk is an equal opportunity employer 54 �oN % Argonne Sanitary Sewer Lift Station 1p` fiz Columbia Heights,MN ix Page 2 MAm� discussed the possibility of rebidding the project with contractors using a spring/summer 2013 completion date,however, based on the expected increase in construction and equipment costs we do not feel that delaying the bidding would improve the bids. In addition, we have evaluated a redesign of the station; however, a redesign does not provide any significant cost savings. Therefore, we feel that the bids received were competitive and responsive and re-bidding of the project would not provide any cost savings. Penn Contracting, Inc., out of Blaine,Minnesota, is a reputable contractor that has previous experience with projects similar in scope and size. Penn Contracting has completed approximately 30 lift stations since 1990 and seven (7)in the last five(5)years. In fact,Penn Contracting has worked on a lift station for the City of Columbia Heights in the past. Based on their experience and qualifications, along with their acceptable bid price,we recommend that the City of Columbia Heights consider awarding the Argonne Sanitary Sewer Lift Station project to Penn Contracting,Inc. in the amount of$284,690. Respectfully submitted, BOLTON &MENK, INC. / r)k I Seth A. Peterson,P.E. Project Manager G:\columbia heights N21.104158 Argonne LS\1_Corres\Bid Eval.doc 55 4 . i.n) A ,L) •-■ ›-■ -tt N — a N 4 N vp z 1..." I 0 4) {. a, 4 It a Cd 0 C,, PP g .5, O a? -0 r< O at a) 0:1 "C7) 'C v 1 (0) 4, ;T•4 0 0 0 g 0 ,__, 0 0 CD 1.i in 5 A — s-' a) 7i- rn cf) o o g 4., cm. 0 E1 c° w ,t, 0 v; Z }-■ 0 (C) LU :CD _ci CZ1 cu 44 = = _, t) a a - z .-17- z t5 PP a C.) o 4 E 0 t' -: rrc -:t- ,.6 •Kr- ;•T4 = E *-i o ■---, N N C41 ,7_° < ',4 CP g "'! 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