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HomeMy WebLinkAbout11/14/2011 Regular CITY OF COLUMBIA HEIGHTS Mayo Gary L.Peterson 590 40'h Avenue NE,Columbia Heights,MN 55421-3878 (763)706-3600 TDD(763)706-3692 Councilmembers Visit our website at:www.ci.columbia-heights.mmus Robert A. Williams Bruce Nawrocki Tammera Diehm Donna Schmitt City Manager Walter R.Frhst REVISED The following is the agenda for the regular meeting of the City Council to be held at 7:00 p.m. on Monday, November 14, 2011 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, MN. The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for disabled persons are available upon request when the request is made at least 96 hours in advance. Please call the City Clerk at 763-706-3611,to make arrangements. (TDD/706-3692 for deaf or hearing impaired only) 1. CALL TO ORDER/ROLL CALL/INVOCATION Invocation by Youth Pastor Brenna Zeimet, Columbia Heights Assembly of God. 2. PLEDGE OF ALLEGIANCE 3. ADDITIONS/DELETIONS TO MEETING AGENDA (The Council, upon majority vote of its members, may make additions and deletions to the agenda. These may be items brought to the attention of the Council under the Citizen Forum or items submitted after the agenda preparation deadline.) 4. PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS A. Proclamation - Postmaster Gina Hellermann Day B. Presentation - Dan Vogtman - Service on the Charter Commission 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 City Council meeting minutes MOTION: Move to approve the minutes of the October 24, 2011 City Council meeting. B. Accept minutes of Boards and Commissions MOTION: Accept the minutes of the July 26, 2011 HRA meeting. MOTION: Accept the minutes of the September 28, 2011 Park and Recreation Commission meeting. MOTION: Accept the minutes of the October 5, 2011 Library Board meeting. C. Establish meeting date with District#13 Board of Education for Wednesday November 16 2011 at 7:00 p.m. at the Public Safety Building MOTION: Move to set a joint meeting with the District#13 Board of Education for Wednesday, November 16, 2011 at 7:00 p.m. at the Public Safety Building. City Council Agenda Monday,November 14,2011 Page 2 of 4 D. Adopt Resolution No. 2011-129,being a resolution requesting no change in fiscal disparities MOTION: Move to waive the reading of Resolution No. 2011-129, there being ample copies available to the public. MOTION: Move to adopt Resolution No. 2011-129,being a Resolution requesting no change in Fiscal Disparities. E. Adopt Resolution No. 2011-127, being a Resolution adopting_changes in wage ranges and establishing wages for seasonal and temporary employees for calendar year 2012. MOTION: Move to waive the reading of Resolution 2011-127, there being ample copies available to the public. MOTION: Move to adopt Resolution 2011-127, adopting changes in wage ranges and establishing wages for seasonal and temporary employees for calendar year 2012. F. Authorize School Liaison Officer Contract with Columbia Heights School District#13 for 2012 MOTION: Move to authorize the Mayor and Police Chief to enter into a Joint Powers agreement with Columbia Heights Public Schools for the provision of a Police School Liaison Officer program as stipulated in the Joint Powers Agreement for the period of January 1, 2012 through December 31, 2012. G. Approve Transfer of Funds for JAG I Grant Overtime Reimbursement Unique Thrift OT Details, and Detox Transports from General Fund to Police Dept Overtime Line Item #1020 MOTION: Move to transfer the following from the General Fund to the Police Department 2011 Budget, Overtime Line Item 1020: $3,874.51, the amount of money received from Anoka County as reimbursement for overtime under the JAG I grant; $2,590.00, the amount of money received from Unique Thrift for overtime details; and $690.00, the amount of money received from Anoka County as reimbursement for detox transports. H. Authorize purchase of replacement Fire Department rescue truck MOTION: Move to authorize the purchase of a 2012 Chevrolet Suburban 4x4 from Thane Hawkins Polar Chevrolet in the State of Minnesota Purchasing Contract amount of$35,886.20; and to equip the vehicle with lights, sirens, and computer mounts in an amount not to exceed $7,000; and a graphics package not to exceed $500. Funding shall be from the Fire Capital Equipment fund 439-42200-5150. I. Adopt Resolution 2011-132,being a resolution updating the income limit for senior citizen utility rates. MOTION: Move to waive the reading of Resolution 2011-132, there being ample copies available to the general public. MOTION: Move to adopt Resolution 2011-132,being a resolution updating the income limit for senior citizen utility rates. J. Acceptance of a matching grant in the amount of$19,933 for playground equipment replacement at McKenna Park MOTION: Move to accept the grant for McKenna Park in the amount of$19,933, appropriating matching funds of$25,370 from the Park Development Fund 412, and furthermore authorize the Mayor and City Manager to enter into an agreement for the same. City Council Agenda Monday,November 14,2011 Page 3 of 4 K. Approve final payment for Zone 5 Seal Coat Project No. 1101 MOTION: Move to accept the work for 2011 Seal Coat, City Project No. 1101 and authorize final payment of$4,847.35 to Allied Blacktop Company of Maple Grove, Minnesota. L. Adopt Resolution 2011-128 authorizing the City Of Columbia Heights to enter into Agreement No. 99883 with MnDOT to act as the City's agent in accepting Federal funds MOTION: Move to waive the reading of Resolution No. 2011-128, there being ample copies available to the public. MOTION: Move to adopt Resolution No. 2011-128, being a resolution authorizing the City of Columbia Heights to enter into Agreement No. 99883 authorizing MnDOT to act as the City's Agent in accepting Federal funds for Federal Aid projects initiated by the City. M. Adopt Resolution 2011-130 acce taming the Feasibility Report for Zone 6 Street Seal Coat and ordering the Public Improvement Hearing, City Project No. 1201 MOTION: Move to waive the reading of Resolution 2011-130, there being ample copies available to the public. MOTION: Move to adopt Resolution 2011-130,being a resolution accepting the feasibility report for Zone 6 Street Seal Coat, City Project No. 1201, and ordering the Public Improvement Hearing beginning at 6:30 p.m. on January 18, 2012. ALTERNATE MOTION: Move to adopt Resolution 2011-130,being a resolution accepting the feasibility report for Zone 6 Street Seal Coat City Project No. 1201 and ordering the Public Improvement Hearing beginning at 6:30 p.m. on January 31, 2012. N. Adopt Resolution 2011-131 accepting the Feasibility Report for Zone 7 Street Rehabilitation and ordering the Public Improvement Hearing, City Project No. 1202 MOTION: Move to waive the reading of Resolution 2011-131, there being ample copies available for the public. MOTION: Move to adopt Resolution 2011-131,being a resolution accepting the Feasibility Report for Zone 7 Street Rehabilitation, City Project No. 1202, and ordering the Public Improvement Hearing beginning at 6:45 p.m. on January 18, 2012. ALTERNATE MOTION: Move to adopt Resolution 2011-131,being a resolution accepting the Feasibility Report for Zone 7 Street Rehabilitation, City Project No. 1202, and ordering the Public Improvement Hearing beginning at 6:45 p.m. on January 31, 2012. O. Approval of attached list of rental housing g plications. MOTION: Move to approve the items listed for rental housing license applications for November 14, 2011 in that they have met the requirements of the Property Maintenance Code. P. Approve the Business License Applications MOTION: Move to approve the items as listed on the business license agenda for November 14, 2011 as presented. Q. Review payment of the bills City Council Agenda Monday,November 14,2011 Page 4 of 4 MOTION: that in accordance with Minnesota Statute 412.271, subd. 8 the City Council has received the list of claims paid covering check number 141026 through 141273 in the amount of $1,165,539.70. MOTION: Move to approve the Consent Agenda items. 6. PUBLIC HEARINGS - none 7. ITEMS FOR CONSIDERATION - A. Other Ordinances and Resolutions B. Bid Considerations C. New Business and Reports 8. ADMINISTRATIVE REPORTS Report of the City Manager Report of the City Attorney 9. CITIZENS FORUM At this time, citizens have an opportunity to discuss with the Council items not on the regular agenda. Citizens are requested to limit their comments to five minutes. Anyone who would like to speak shall state his/her name and address for the record. 10. ADJOURNMENT l Walter R. Fehst, City Manager WF/pvm CITY OF COLUMBIA HEIGHTS Mayor Gary L.Peterson 590 401h Avenue NE,Columbia Heights,MN 55421-3878 (763)706-3600 TDD(763)706-3692 Councilmembers Visit our website at.www.ci.columbia-heights.mn us Roberl A. Williams Bruce Mawrocki Tamrnera 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 p.m. on Monday,November 14, 2011 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, MN. The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for disabled persons are available upon request when the request is made at least 96 hours in advance. Please call the City Clerk at 763-706-3611,to make arrangements.(TDD/706-3692 for deaf or hearing impaired only) 1. CALL TO ORDER/ROLL CALL/INVOCATION 2. PLEDGE OF ALLEGIANCE 3. ADDITIONS/DELETIONS TO MEETING AGENDA (The Council, upon majority vote of its members, may make additions and deletions to the agenda. These may be items brought to the attention of the Council under the Citizen Forum or items submitted after the agenda preparation deadline.) 4._PROCLAMATIONS, PRESENTATIONS,RECOGNITION,ANNOUNCEMENTS, GUESTS A. Proclamation - Postmaster Gina Hellermann Day B. Presentation -Dan Vogtman - Service on the Charter Commission C. Presentation—Finance Director Joe Kloiber—Homestead Market Value 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 City Council meeting minutes B. Accept minutes of Boards and Commissions C. Establish meeting date with District#13 Board of Education for Wednesday, November 16, 2011 at 7:00 p.m. at the Public Safety Building D. Adopt Resolution No. 2011-129,being a resolution requesting no change in fiscal disparities. E. Adopt Resolution No. 2011-127, being a Resolution adopting changes in wage ranges and CITY OF COLUMBIA HEIGHTS Mayor Gary L.Peterson 590 40th Avenue NE,Columbia Heights,MN 55421-3878 (763)706-3600 TDD(763)706-3692 Councilmembers Visit our website at.www.ci.columbia-heiehts.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 p.m. on Monday,November 14,2011 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, MN. The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for disabled persons are available upon request when the request is made at least 96 hours in advance. Please call the City Clerk at 763-706-3611,to make arrangements. (TDD/706-3692 for deaf or hearing impaired only) 1. CALL TO ORDER/ROLL CALL/INVOCATION Invocation by Youth Pastor Brenna Zeimet, Columbia Heights Assembly of God. 2. PLEDGE OF ALLEGIANCE 3. ADDITIONS/DELETIONS TO MEETING AGENDA (The Council, upon majority vote of its members, may make additions and deletions to the agenda. These may be items brought to the attention of the Council under the Citizen Forum or items submitted after the agenda preparation deadline.) 4. PROCLAMATIONS,PRESENTATIONS,RECOGNITION,ANNOUNCEMENTS, GUESTS A. Proclamation-Postmaster Gina Hellermann Day p7 B. Presentation- Dan Vogtman- Service on the Charter Commission p8 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 City Council meeting minutes MOTION: Move to approve the minutes of the October 24, 2011 City Council meeting. p9 B. Accept minutes of Boards and Commissions MOTION: Accept the minutes of the July 26, 2011 HRA meeting. P19 MOTION: Accept the minutes of the September 28, 2011 Park and Recreation Commission p23 meeting. MOTION: Accept the minutes of the October 5, 2011 Library Board meeting. p28 C. Establish meeting date with District#13 Board of Education for Wednesday November 16 2011 at 7:00 p.m. at the Public Safety Building p31 MOTION: Move to set a joint meeting with the District#13 Board of Education for Wednesday, November 16, 2011 at 7:00 p.m. at the Public Safety Building. D. Adopt Resolution No. 2011-129,being a resolution requesting no change in fiscal disparities. p32 3 City Council Agenda Monday,November 14,2011 Page 2 of 4 MOTION: Move to waive the reading of Resolution No. 2011-129, there being ample copies available to the public. MOTION: Move to adopt Resolution No. 2011-129,being a Resolution requesting no change in Fiscal Disparities. E. Adopt Resolution No. 2011-127,being a Resolution adopting changes in wage ranges and p34 establishing wages for seasonal and temporary employees for calendar year 2012 MOTION: Move to waive the reading of Resolution 2011-127, there being ample copies available to the public. MOTION: Move to adopt Resolution 2011-127, adopting changes in wage ranges and establishing wages for seasonal and temporary employees for calendar year 2012. F. Authorize School Liaison Officer Contract with Columbia Heights School District#13 for 2012 p40 MOTION: Move to authorize the Mayor and Police Chief to enter into a Joint Powers agreement with Columbia Heights Public Schools for the provision of a Police School Liaison Officer program as stipulated in the Joint Powers Agreement for the period of January 1, 2012 through December 31, 2012. G. Approve Transfer of Funds for JAG I Grant Overtime Reimbursement Unique Thrift OT Details, and Detox Transports from General Fund to Police Dept Overtime Line Item#1020 p57 MOTION: Move to transfer the following from the General Fund to the Police Department 2011 Budget, Overtime Line Item 1020: $3,874.51,the amount of money received from Anoka County as reimbursement for overtime under the JAG I grant; $2,590.00,the amount of money received from Unique Thrift for overtime details; and$690.00, the amount of money received from Anoka County as reimbursement for detox transports. H. Authorize purchase of replacement Fire Department rescue truck p61 MOTION: Move to authorize the purchase of a 2012 Chevrolet Suburban 4x4 from Thane Hawkins Polar Chevrolet in the State of Minnesota Purchasing Contract amount of$35,886.20; and to equip the vehicle with lights, sirens, and computer mounts in an amount not to exceed $7,000; and a graphics package not to exceed$500. Funding shall be from the Fire Capital Equipment fund 439-42200-5150. I. Adopt Resolution 2011-132, being a resolution updating the income limit for senior citizen p62 utility rates. MOTION: Move to waive the reading of Resolution 2011-132,there being ample copies available to the general public. MOTION: Move to adopt Resolution 2011-132, being a resolution updating the income limit for senior citizen utility rates. J. Acceptance of a matching grant in the amount of$19,933 for playground equipment replacement at McKenna Park p64 MOTION: Move to accept the grant for McKenna Park in the amount of$19,933, appropriating matching funds of$25,370 from the Park Development Fund 412, and furthermore authorize the Mayor and City Manager to enter into an agreement for the same. 4 City Council Agenda Monday,November 14,2011 Page 3 of 4 K. Approve final payment for Zone 5 Seal Coat Project No 1101 p66 MOTION: Move to accept the work for 2011 Seal Coat, City Project No. 1101 and authorize final payment of$4,847.35 to Allied Blacktop Company of Maple Grove, Minnesota. L. Adopt Resolution 2011-128 authorizing the City Of Columbia Heights to enter into Agreement No. 99883 with MnDOT to act as the City's agent in accepting Federal funds p68 MOTION: Move to waive the reading of Resolution No. 2011-128,there being ample copies available to the public. MOTION: Move to adopt Resolution No. 2011-128,being a resolution authorizing the City of Columbia Heights to enter into Agreement No. 99883 authorizing MnDOT to act as the City's Agent in accepting Federal funds for Federal Aid projects initiated by the City. M. Approval of attached list of rental housing_applications. p80 MOTION: Move to approve the items listed for rental housing license applications for November 14, 2011 in that they have met the requirements of the Property Maintenance Code. N. Approve the Business License Applications MOTION: Move to approve the items as listed on the business license agenda for November 14, p 8 6 2011 as presented. O. Review payment of the bills MOTION: that in accordance with Minnesota Statute 412.271, subd. 8 the City Council has p88 received the list of claims paid covering check number 141026 through 141273 in the amount of $1,165,539.70. MOTION: Move to approve the Consent Agenda items. 6. PUBLIC HEARINGS A. Adopt Resolution 2011-130 acce tiling the Feasibility Report for Zone 6 Street Seal Coat and p98 ordering the Public Improvement Hearing City ject No. 1201 MOTION: Move to waive the reading of Resolution 2011-130, there being ample copies available to the public. MOTION: Move to adopt Resolution 2011-130, being a resolution accepting the feasibility report for Zone 6 Street Seal Coat, City Project No. 1201, and ordering the Public Improvement Hearing beginning at 6:30 p.m. on January 18,2012. ALTERNATE MOTION: Move to adopt Resolution 2011-130, being a resolution accepting the feasibility report for Zone 6 Street Seal Coat City Project No. 1201 and ordering the Public Improvement Hearing beginning at 6:30 p.m. on January 31, 2012. B. Adopt Resolution 2011-131 accepting the Feasibility Report for Zone 7 Street Rehabilitation and ordering the Public Improvement Hearing, City Project No. 1202 p105 MOTION: Move to waive the reading of Resolution 2011-131,there being ample copies available for the public. MOTION: Move to adopt Resolution 2011-131,being a resolution accepting the Feasibility Report for Zone 7 Street Rehabilitation, City Project No. 1202, and ordering the Public Improvement Hearing beginning at 6:45 p.m. on January 18,2012. 5 City Council Agenda Monday,November 14,2011 Page 4 of 4 ALTERNATE MOTION: Move to adopt Resolution 2011-131,being a resolution accepting the Feasibility Report for Zone 7 Street Rehabilitation, City Project No. 1202, and ordering the Public Improvement Hearing beginning at 6:45 p.m. on January 31, 2012. 7.ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions B. Bid Considerations C. New Business and Reports 8. ADMINISTRATIVE REPORTS Report of the City Manager Report of the City Attorney 9. CITIZENS FORUM At this time, citizens have an opportunity to discuss with the Council items not on the regular agenda. Citizens are requested to limit their comments to five minutes. Anyone who would like to speak shall state his/her name and address for the record. 10. ADJOURNMENT Walter R. Fehst, City Manager WF/pvm 6 PnROCLAMIATIICON DECLARING NOVEMBER 15, 2011 AS "POSTMASTER GINA HELLERMANN DAY" IN COLUMBIA HEIGHTS WHEREAS: Gina Hellermann began her postal career in 1984 as a clerk at the Minneapolis Mail Processing Center, was promoted to supervisor three years later, switched to the Customer Service side as a supervisor in 1991, and; WHEREAS: she has since served in a variety of permanent and temporary management assignments including senior Operations Support Specialist; Quality Specialist (Midwest Area); and Manager, In-Plant Support at the Bulk Mail Center, and; WHEREAS: in 2000 Gina Hellermann was named Manager, Customer Service Operations (Central), for the Minneapolis Post Office. In 2007 she became a Senior Manager, Post Office Operations for the Northland District. She has also served as Officer-In-Charge at St. Cloud, St. Paul, and Minneapolis, and; WHEREAS: Western Area Vice President Sylvester Black has named Gina Hellermann as Postmaster for the Minneapolis Post Office, and all 554 ZIP Codes including Columbia Heights, and; WHEREAS: on this date Gina Hellermann will be sworn into office as the Minneapolis Postmaster at Columbia Heights' Murzyn Hall, and; WHEREAS: Gina Hellermann is a resident of Columbia Heights, and; WHEREAS: our community is very proud of her accomplishments. NOW, THEREFORE, BE IT DECLARED, that 1, Mayor Gary L. Peterson, do hereby proclaim Tuesday, November 15, 2011 as "GINA HELLERMANN DAY" in the City of Columbia Heights, Minnesota Mayor Gary L. Peterson 7 THE CITY OF COLUMBIA HEIGHTS DOES HEREBY ACKNOWLEDGE THE OUTST.f1NDING VOLUNTEER .AND LE AIDE RSHIp EFFORTS OF DAN VOGWMAW FOR HIS YEARS OF SERVICE ON THE COLUMBIA HEIGHTS CHARTER COMMISSION MEMBER: 2004 TO 2011 SECRETARY : 2006 pREBIDENT: 2009 e 2010 GARY Z. PETERSON MAYOR OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS CITY COUNCIL MEETING MONDAY, OCTOBER 24,2011 The following are the minutes for the regular meeting of the City Council held at 7:00 p.m. on Monday, October 24, 2011 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, MN. CALL TO ORDER/ROLL CALL/INVOCATION Pastor Dan Thompson, Columbia Heights Assembly of God Church, gave the Invocation. Present: Mayor Peterson, Council member Nawrocki, Council member Diehm, Council member Schmitt Absent: Council member Williams PLEDGE OF ALLEGIANCE - recited ADDITIONS/DELETIONS TO MEETING AGENDA Mayor Peterson removed Resolutions 2011-116, 2011-117, 2011-120, 2011-121, and 2011-122 in that the properties have been brought into compliance. Nawrocki requested to discuss the newsletter, the budget, and items for the City Manager to answer. PROCLAMATIONS, PRESENTATIONS,RECOGNITION ANNOUNCEMENTS GUESTS Peterson stated there will be a Lee Carlson Center fundraiser breakfast at Bridgeview in Blaine on November 1". There will be a guest speaker and entertainment. Peterson stated that on Friday,November 18,he, along with the Women of Today, will host a holiday kick-off"Taste of Columbia Heights" event at Murzyn Hall. Admission will be$2. There will be local food vendors and local musicians. Proceeds will go to the Columbia Heights Activity Fund. CONSENT AGENDA Nawrocki requested to remove items B, C, and D for discussion. City Manager Walt Fehst took Council members through the remaining Consent Agenda items: A. Approve City Council meeting minutes Motion to approve the minutes of the October 10, 2011 City Council meeting. B. Accept a Grant Agreement amendment with Anoka County for Improvements to Recycling Center- removed C. Request the formation of a task force -removed D. Adopt Resolutions 2011-124 and 2011-125 being resolutions providing for the prepayment and redemption of certain outstanding general obligation bonds of the City and approving the terms of an internal loan in connection with redemption of the City's general obligation improvement and sewer and water revenue bonds series 2003A. -removed E. Approval of attached list of rental housing applications. 9 City Council Minutes Monday,October 24,2011 Page 2 of 10 Motion to approve the items listed for rental housing license applications for October 24, 2011 in that they have met the requirements of the Property Maintenance Code. F. Approve Business License Applications Motion to approve the items as listed on the business license agenda for October 24,2011 as presented. G. 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 140843 through 141025 in the amount of $1,084,604. Nawrocki requested that the people/companies that own benches in town be reminded to keep the area picked up and clean. Motion by Nawrocki, second by Schmitt, to approve the Consent Agenda items with the exception of items C,D, and E. Upon vote: All ayes. Motion carried. B. Accept a Grant Agreement amendment with Anoka County for Improvements to Recycling Center Jessie Davies, Public Works Administrative Assistant, stated that funds received would install a new fence and gate, some new signs, a security camera(shared with the municipal service center), and a new walk-up platform to the dumpsters. A$1,150 match is required from the City. Motion by Nawrocki, second by Schmitt, to accept the amendment to the Residential Recycling Program agreement to include the Recycling Enhancement Grant in the amount of$14,600 with Anoka County for improvements to the Recycling Drop-off Center, and, furthermore, to authorize the Mayor and City Manager to enter into an agreement for the same. Upon vote: All ayes. Motion carried. C. Request the formation of a task force Becky Loader, Library Director, gave the history of the Columbia Heights Library, started in 1928. A little red wagon was used to collect donations to start the library. The library moved five times before the current building was built in 1960. In 1965 the city received an LSCA Grant and a Civil Defense Grant to build a two floor addition onto the original building and in 1975 the library took over the basement area that was a Civil Defense office and gun range. Since that time numerous construction and remodeling projects have taken place to keep the building up to safety standards, ADA requirements, and to accommodate changes in technology. Loader referred to the Design Team visit, the Space needs Committee, and the survey by Decision Resources. Comments from the public supported the need for a new Library. In 2001 the Library Board raised money to set up a foundation to serve as an organization that could raise money and hold it long term for a building project. In 2011 the two Boards and the Friends of the Library have joined together to request that the City Council consider forming a task force to plan the possible replacement either of the library building and City Hall with a single building or the library building. Nawrocki gave his history with the library. He stated opposition to build another city hall, as we just put $100,000 improvements in this one. He also stated that he is not opposed to a study for another library building,but we must take into consideration our current$30,000,000 debt. The 10 City Council Minutes Monday,October 24,2011 Page 3 of 10 library study would have to conclude with a cost estimate and way to pay for it. This may be delayed if they recommend building a new building. Nawrocki stated concern that the current Library budget should cover the cost of a study. They should look at their budget and remove items to pay for the study. Schmitt stated appreciation for all the work done on this and for answering her questions. She stated concern about the cost. In 2006 the estimated cost was $8 to 12 million. Schmitt proposed that funds from the sale of Parkview Villa be put aside for this. The library is very actively used and is appreciated in this city. If we could get at least one grant, we may be able to come up with some matching funds. Diehm stated that everyone is concerned about the cost. We are being asked to look at names of people to establish a task force. They would not make decisions. It would come back to us. The library has been in the planning process for 12 years and it always starts and then stops. We promote their fund raisers and see how much the library is used on a daily basis. To develop a task force is not a big risk for us. We should discuss how it would be funded. The vision has to start somewhere and this is a reasonable request by the Library Board. Nawrocki stated that we need people knowledgeable about the services, but we also need some non-bias people on the committee. Diehm stated that is a valid point. With the community center task force we enlisted people with varied opinions. Cliff Shedlov, Library Foundation, stated that this library is at its maximum. To keep the city moving forward, we need this. Katherine Vesley, Library Board, stated that the Library needs to continue to grow with technology. We have over 13,000 active library cards in a community of 18,000 people. Don Vesley, Foundation Board, stated that the Library Foundation has taken on the task of fundraising, and would look to find a major donor. They take raising money very seriously. The citizens of Columbia Heights care. Nawrocki stated his belief that the city put aside$200,000 for something to be done with the library. He questioned how much the Library Foundation has raised. Mr. Vesley stated over $62,000. When we reach $100,000 we may be able to obtain a matching grant. We hope to have a concept plan drawn by an area architect, who has offered to do this pro bono. If we do not have the commitment, we will not pursue this. Motion by Nawrocki that the City Council authorize formation of a committee to look into the possible replacement of the library building, including the potential cost and funding, with the cost of the study to come from the existing library budget. Diehm questioned the cost to hire a consultant to facilitate the task force. Loader stated this was looked into before, but got nowhere. Before commitments, we will not pursue this. Diehm stated she was comfortable supporting or making a motion that authorizes the formation of a task force with the understanding that the funding aspect will come back to us, ideally before our budget is finalized. It is difficult to believe that we would invest a lot of money in a city hall in the near future, but it would be short sighted to not at least, through our concept plan, think about a building that would allow for future expansion to combine a library and city hall. Schmitt agreed, stating the emphasis should be on the library. The motion states a"possible" replacement of city hall. 11 City Council Minutes Monday,October 24,2011 Page 4 of 10 Peterson called for a second to the motion. Motion died for lack of a second. Motion by Schmitt, second by Diehm, to recommend that the City Council authorize the formation of a task force to plan the possible replacement either of the library building and City Hall with a single building or the library building. Upon vote: Schmitt, aye; Diehm, aye; Nawrocki, abstain; Peterson, aye. 3 ayes— 1 abstention. Motion carried. D. Adopt Resolutions 2011-124 and 2011-125 being resolutions providing for the prepayment and redemption of certain outstanding._general obligation bonds of the City and approving the terms of an internal loan in connection with redemption of the City's general obli ation improvement and sewer and water revenue bonds series 2003A. Joe Kloiber, Finance Director, stated this is paying off debt early to save interest fees, as we have sufficient funds to do so. The bond portion was for street assessments and utility revenues at 3.75 percent interest and is higher than investment interest of 2 or 2.5 percent. Paying off the utility bond with an internal loan would be at a slightly better rate. Kloiber stated the bond was for$2 million, issued in 2003, and has been partially paid off. Nawrocki questioned what the process would cost us. Kloiber stated there would be a small fee for drafting the resolutions of about $600. The benefit of an internal loan is there are no extra costs. Schmitt questioned how this will affect next year's budget. Kloiber stated this will save about $50,000 over six years. Motion by Diehm, second by Schmitt, to waive the reading of Resolutions 2011-124 and 2011- 124, there being ample copies available to the public. Upon vote: All ayes. Motion carried. Motion by Diehm, second by Schmitt, to adopt Resolutions 2011-124 and 2011-125, being a resolution providing for the prepayment and redemption of certain outstanding general obligation bonds of the City, and a resolution approving the terms of an internal loan in connection with redemption of the City's general obligation improvement and sewer and water revenue bonds series 2003A. Upon vote: All ayes. Motion carried. PUBLIC HEARINGS A. Adopt Resolutions 2011-116, 4317 5th Street N.E. 2011-117 4330 3rd Street N.E., 2011-119 3865 Tyler Street N.E., 2011-120, 98143-1/2 Avenue N.E., 2011-121 4252 Washington Street N.E. 2011-122 4530 Washington Street N.E., and 2011-123 1162-64 Cheery Lane being Resolutions of the Cily Council of the City of Columbia Heights approving rental license revocation for failure to meet the requirements of the Property Maintenance Codes Fire Chief Gary Gorman indicated the reasons to request rental license revocation: 2011-119, 3865 Tyler Street N.E., - failure to schedule an inspection,no license application or fees. 2011-123, 1162-64 Cheery Lane- failure to submit license application. Motion by Diehm, second by Schmitt, to close the public hearing and to waive the reading of Resolution Numbers 2011-119, and 123 being ample copies available to the public. Upon vote: All ayes. Motion carried. Motion by Diehm, second by Schmitt,to adopt Resolution Numbers 2011-119, and 123 being Resolutions of the City Council of the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A,Article IV, Section 5A.408(A)of the rental licenses listed. Upon vote: All ayes. Motion carried. 12 City Council Minutes Monday,October 24,2011 Page 5 of 10 B. Adopt Resolution 2011-126, 1605 49th Avenue N.E. being a declaration of nuisance and abatement of violations within the City of Columbia Heights. Fire Chief Gary Gorman indicated the reason to request abatement for: 2011-126, 1605 49th Avenue N.E. for repair/replacement of rotted fence around the back yard. Motion by Nawrocki, second by Schmitt,to close the public hearing and to waive the reading of Resolution Number 2011-126 there being ample copies available to the public. Upon vote: All ayes. Motion carried. Motion by Nawrocki, second by Schmitt, to adopt Resolution Number 2011-126 being a resolution of the City Council of the City of Columbia Heights declaring the property listed a nuisance and approving the abatement of violations from the properties pursuant to City Code section 8.206. Upon vote: All ayes. Motion carried. C. Second Reading of Ordinance 1602 Authorizing the Police Department to Conduct Criminal History Background Investigations Motion by Diehm, second by Schmitt, to waive the reading of Ordinance No. 1602, there being ample copies available to the public. Upon vote: All ayes. Motion carried. Motion by Diehm, second by Schmitt,to adopt Ordinance No. 1602 being an Ordinance Authorizing the Police Department to Conduct Criminal History Background Investigations. Upon vote: All ayes. Motion carried. D. Second Reading of Ordinance 1604,being a Zoning Amendment as it relates to Variances Motion by Diehm, second by Schmitt, to waive the reading of Ordinance No. 1604,being ample copies available to the public. Upon vote: All ayes. Motion carried. Motion by Diehm, second by Schmitt, to adopt Ordinance No. 1604,being an ordinance amending Ordinance No. 1490 City Code of 2005, adopting the proposed zoning amendments outlined in Ordinance 1604. 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 Report of the City Manager Nawrocki read a statement on his displeasure with the budget meeting. We were asked to put questions in writing. There are over 600 to 700 pages of the budget and he has gone over all of them. Staff indicated pages where information could be found, but did not give the actual numbers,which shows disrespect. The city charter has language giving the Council control over city finances,which he takes very seriously. Nawrocki stated the newsletter material on the budget says practically nothing. It does not indicate that we should look at reductions to the budget. He had asked twice for copies of the budget article before it was published. He only had from Friday to Monday to make comments. Nawrocki stated that the cable station only talks about taking yard waste to Anoka County and the newsletter has no information that residents receive curb side pickup of yard waste using special bags, which is included as part of their utility bill. Pick up stops after Thanksgiving and the cut off dates should be listed. Peterson stated that yard waste pick up is from April to November, and this is the winter 13 City Council Minutes Monday,October 24,2011 Page 6 of 10 newsletter. Diehm stated that the Aldi building construction is coming along. When is the anticipated opening? Peterson indicated the original plan was to be open by Thanksgiving. Fehst stated that this is a good addition to our city. Fehst respectfully disagreed with Council member Nawrocki regarding the budget and the Homestead Market Value presentation. Many other communities are misrepresenting this. Fehst again explained how the Homestead Market reduction can be skewed. He thanked Kloiber for his presentation and the budget article. Diehm questioned when the public would receive the Homestead Market Value presentation. Fehst stated it is planned for November 14. Nawrocki disagreed with the City Manager, stating he looks at this through the eyes of the community. The final budget has not yet been decided by the City Council. Nawrocki requested an update on the Huset Park townhome development. Fehst stated they are in negotiations with the bank. Ryland Builders are gone.Nawrocki stated that on the Ramsdell park shelter building there are posts that hold up the roof with hazardous rods sticking up. Fehst stated that the Park and Recreation Commission will meet at this park on Wednesday.Nawrocki stated that the fence behind Kentucky Fried Chicken has a part that needs to be replaced. Report of the City Attorney-nothing to report CITIZENS FORUM Deb Johnson, 4626 Pierce Street, stated that she is surrounded by lender owned properties and the leaves blow in her yard. She does not mind cleaning them up, but is not willing to pay for the yard waste bags for their leaves. It is wonderful to have the yard waste container. Fehst stated that our violation process does not include leaves blowing on other people's property. It is very expensive for a city to pick up all leaves. Fehst asked for specific addresses. Nawrocki stated he has the same situation next door to him. He suggested mowing over the leaves to chop them up. Peterson stated"Thank your service men and women; keep them in your thoughts and prayers. Don't take yourself too seriously, and do a random act of kindness". ADJOURNMENT Mayor Peterson adjourned the meeting at 8:08 p.m. Patricia Muscovitz CMC City Clerk RESOLUTION NO.101-124 RESOLUTION PROVIDING FOR THE PREPAYMENT AND REDEMPTION OF CERTAIN OUTSTANDING GENERAL OBLIGATION BONDS OF THE CITY BE IT RESOLVED By the City Council of the City of Columbia Heights,Anoka County,Minnesota,as follows: 1. The City has issued and sold its General Obligation Improvement and Sewer and Water Revenue Bonds, Series 2003A,dated June 1,2003 (the"Bonds")in the total principal amount of$2,600,000. Bonds maturing on or after February 1,2010, are subject to redemption and prepayment on February 1,2011 and on any date thereafter at a price of par plus accrued interest. 2. It is determined that it is in the best interests of the sound financial management of the City that Bonds maturing on February 1 in the years 2012 to and including 2018,comprising all of the Bonds subject to redemption,be prepaid and redeemed on 14 City Council Minutes Monday,October 24,2011 Page 7 of 10 December 1,2011 and those Bonds are hereby called for redemption on that date. 3. The Registrar is authorized and directed to publish, in accordance with law, a notice of call for redemption of the Bonds in the form attached hereto as EXHIBIT A to the registered owner of each Bond to be redeemed at the address shown on the registration books kept by the Registrar,and to mail a copy of the notice to the original purchaser of the Bonds. The motion for the adoption of the foregoing resolution was duly seconded by Member Schmitt, and upon vote being taken thereon, the following voted in favor thereof:Mayor Peterson,Council member Nawrocki,Council member Diehm,Council member Schmitt. and the following voted against:-none whereupon said resolution was declared duly passed and adopted. RESOLUTION NO.2011-125 APPROVING THE TERMS OF INTERNAL LOAN IN CONNECTION WITH REDEMPTION OF THE CITY'S GENERAL OBLIGATION IMPROVEMENT AND SEWER AND WATER REVENUE BONDS,SERIES 2003A BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLUMBIA HEIGHTS, MINNESOTA ("CITY") AS FOLLOWS: Section 1. Background. 1.01. By separate action,the City has determined to prepay the City's$2,600,000 General Obligation Sewer and Water Revenue Bonds,Series 2003A(the"Series 2003A Bonds"),on December 1,2011 (the"Redemption Date"). 1.02. The outstanding principal amount of the Series 2003A Bonds is $1,220,000, of which $660,000 represents the Improvement Bonds portion of the Series 2003A Bonds,and$560,000 represents the Sewer and Water Revenue Bonds portion of the Series 2003A Bonds(as those terms are defined in Resolution No.2003-21 awarding sale of the Series 2003A Bonds). 1.03. The City has determined to temporarily finance a portion of the amount need to redeem the respective portions of the Series 2003A Bonds from available funds in the Capital Equipment Replacement Fund 431 ("Fund 431"),which fund is administered by the City and has a balance that is legally available for such purposes. 1.04.The City intends to reimburse Fund 431 for the costs of such bond redemption from water and storm sewer revenues in accordance with the terms of this resolution(which terms are referred to collectively as the"Internal Loan"). Section 2. Terms of Internal Loan. 2.01. On the Redemption Date, the City shall advance money from Fund 431 to pay the following portions of the cost to redeem the Improvement Bonds and Sewer and Water Revenue Bonds,respectively: Improvement Bonds: $ 17,000 Water and Sewer Revenue Bonds: 482,000 Total Internal Loan $499,000 2.02. The Internal Loan shall be repaid from the following sources and in accordance with the following terms: Improvement Bonds: $17,000,from net revenues of the City's water fund. Water and Sewer Revenue Bonds: $381,000 from net revenues of the City's water fund. $101,000 from net revenues of the City's storm sewer fund Therefore,the total principal amount of the Internal Loan repaid with net water revenues is$398,000,and the total principal amount repaid with net storm sewer revenues is$101,000. For each component,the City shall repay Fund 431 the principal amount advanced together with interest thereon accruing from the Redemption Date at the annual rate of 3.5%, all payable from the net revenues as described above (which payment is subordinate to any other internal loans or obligations secured in whole or in part with such revenues). 2.03. Principal and interest("Payments")shall be paid annually on each December 31, commencing December 31,2012 ("Payment Dates")and continuing through the date the principal and accrued interest on each component of the Internal Loan is paid in full. The proposed payment schedule is attached hereto as Exhibit A. 2.04. The principal sum and all accrued interest payable under this Internal Loan are pre-payable in whole or in part at any time by the City without premium or penalty. 2.05. This resolution is evidence of an internal borrowing by the City and shall not be deemed to constitute a general obligation of the State of Minnesota or any political subdivision thereof,including, without limitation,the City. Neither the State of Minnesota, nor any political subdivision thereof shall be obligated to pay the principal of or interest on this Internal Loan or other costs,and neither the full faith and credit nor the taxing power of the State of Minnesota or any political subdivision thereof is pledged to the payment of the principal of or interest on this Internal Loan or other costs incident hereto. The City shall have no obligation to pay any principal amount of the Internal Loan or accrued interest thereon,which may remain unpaid after the final Payment Date. 2.06. The City may amend the terns of this Internal Loan at any time by resolution of the City Council, including a determination to forgive the outstanding principal amount and accrued interest to the extent permissible under law. Section 3. Effective Date. This resolution is effective upon the date of its approval. RESOLUTION 2011-119 Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code,Chapter 5A,Article 15 City Council Minutes Monday,October 24,2011 Page 8 of 10 IV, Section 5A.408(A)of that certain residential rental license held by Gonzalo A.Olojan(Hereinafter"License Holder"). Whereas,license holder is the legal owner of the real property located at 3865 Tyler 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 September 14,2011 of an public hearing to be held on October 24,2011. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on or about August 30, 2011 inspection office staff sent a letter requesting the owner of the property to submit a rental license application and schedule a rental inspection for this property. The letter was mailed by regular mail to the owner at the address listed in the property records. 2. That on September 14, 2011 inspection office staff reviewed the property file and noted that the property remained unlicensed. A Statement of Cause was mailed by regular mail to the owner at the address listed in the property records. 3. That based upon said records of the Enforcement Office,the following conditions and violations of the City's Residential Maintenance Code were found to exist, to-wit: Failure to schedule a rental property inspection and failure to submit a rental license application and fees. 4. That all parties, including the License Holder and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code,Chapter 5A,Article III 5A.306 and 5A.303(A). ORDER OF COUNCIL 1. The rental license belonging to the License Holder described herein and identified by license number U3865TY is hereby revoked; 2. The City will post for the purpose of preventing occupancy a copy of this order on the buildings covered by the license held by License Holder; 3. All tenants shall remove themselves from the premises within 45 days from the first day of posting of this Order revoking the license as held by License Holder. RESOLUTION 2011-123 Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code,Chapter 5A,Article IV,Section 5A.408(A)of that certain residential rental license held by Katherine Crosby(Hereinafter"License Holder"). Whereas, license holder is the legal owner of the real property located at 1162-64 Cheery Lane 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 October 6,2011 of an public hearing to be held on October 24,2011. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on or about August 15, 2011, 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. 2. That on October 6, 2011 inspection office staff reviewed the property file and noted that the property remained unlicensed. A Statement of Cause was mailed by regular mail to the owner at the address listed in the property records. 3. That based upon said records of the Enforcement Office,the following conditions and violations of the City's Residential Maintenance Code were found to exist,to-wit:Failure to submit family exempt renewal rental license application. 4. That all parties, including the License Holder and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code,Chapter 5A,Article III 5A.306 and 5A.303(A). ORDER OF COUNCIL 1. The rental license belonging to the License Holder described herein and identified by license number FE-1162 is hereby revoked; 2. The City will post for the purpose of preventing occupancy a copy of this order on the buildings covered by the license held by License Holder; 3. All tenants shall remove themselves from the premises within 45 days from the first day of posting of this Order revoking the license as held by License Holder. RESOLUTION 2011-126 16 City Council Minutes Monday,October 24,2011 Page 9 of 10 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 Sharron Weglinski (Hereinafter "Owner of Record"). Whereas,the owner of record is the legal owner of the real property located at 1605 491h Avenue,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 September 29,2011. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on August 18, 2011 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 September 29,2011 inspectors reinspected the property listed above. Inspectors noted that violations remained uncorrected. A compliance order and statement of cause was mailed via regular mail to the owner listed in the property records. 3. That on October 11,2011 inspectors reinspected the property and found that violations remained uncorrected. 4. That based upon said records of the Fire Department, the following conditions and violations of City Codes(s) were found to exist, to wit: Shall repair/replace the damaged/rotted fence around the back yard. Shall replace any missing fence sections. 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 1605 49th Avenue N.E. is in violation of the provisions of the Columbia Heights City Code as set forth in the Notice of Abatement. 2. That all relevant parties and parties in interest have been duly served notice of this hearing, and any other hearings relevant to the abatement of violations on the property listed above. 3. That all applicable rights and periods of appeal as relating to the owner of record, occupant, or tenant, as the case may be,have expired,or such rights have been exercised and completed. ORDER OF COUNCIL 1. The property located at 1605 49th Avenue N.E.constitutes a nuisance pursuant to City Code. 2. That a copy of this order shall be served upon all relevant parties and parties in interest. ORDINANCE 1602 BEING AN ORDINANCE AUTHORIZING THE POLICE DEPARTMENT TO CONDUCT CRIMINAL HISTORY BACKGROUND INVESTIGATIONS The City of Columbia Heights does ordain: Article IV,Chapter 3, Section 402 of the Columbia Heights City-Code,is hereby amended to read as follows: §3.402 BACKGROUND CHECKS (A) At the direction of the City Manager,or his designee,the Police Department is authorized to conduct criminal history background investigations on applicants for positions with the city as provided by this section. This section applies only to applicants who are finalists for paid or volunteer positions with the city,where the City Manager,or his designee,has determined that conviction of a crime may relate directly to the position sought. The Police Department may not perform a background investigation unless the applicant consents in writing to the investigation and to the release of the investigation information to the City Manager and other city staff as may be appropriate. An applicant's failure to provide consent may disqualify the applicant for the position sought. (B) If the applicant's application is rejected due solely or in part to the applicant's prior conviction of a crime, subject to the exception set forth in M.S. §364.09,as it may be amended from time to time,the City Manager or his designee, must notify the applicant in writing of the following: (1) The grounds and reasons for the rejection. (2) The applicable complaint and grievance procedure set forth in M.S. §364.06,as it may be amended from time to time. (3) The earliest date the applicant may reapply for employment. (4) That all competent evidence of rehabilitation will be considered upon reapplication. 17 City Council Minutes Monday,October 24,2011 Page 10 of 10 (C) At the direction of the City Manager,or his designee,the Police Department is authorized to conduct criminal history background investigations on applicants for city licenses. (D) In conducting the criminal history background investigation in order to screen license applicants,the Police Department is authorized to access data maintained in the Minnesota Bureau of Criminal Apprehensions Computerized Criminal History information system in accordance with BCA policy. Any data that is accessed and acquired shall be maintained at the Police Department under the care and custody of the chief law enforcement official or his or her designee. A summary of the results of the Computerized Criminal History data may be released by the Police Department to the licensing authority,including the City Council,the City Manager,or other city staff involved in the license approval process. This ordinance shall be in full force and effect from and after 30 days after its passage. ORDINANCE NO. 1604 BEING AN ORDINANCE AMENDING ORDINANCE NO. 1490,CITY CODE OF 2005 RELATING THE VARIANCE PROCEDURE AND REQUIREMENTS WITHIN THE CITY OF COLUMBIA HEIGHTS The City of Columbia Heights does ordain: Chapter 9,Article I,Section 9.104(G)of the Columbia Heights City Code,is thereby amended to read as follows: §9.104 ADMINISTRATION AND ENFORCEMENT. (G) Variances. (1) Purpose. The purpose of a variance is to provide a means of departure from the literal provisions of this article. Variances may be granted when the applicant for the variance establishes that there are practical difficulties in complying with the zoning ordinance. It is not the intent of this section to allow a variance for a use that is not permitted within a particular zoning district. (2) Right of Application. Any person with a legal interest in the property may file an application for one or more variances. (3) Application for variance. An application for a variance shall be filed with the Zoning Administrator on the approved form and shall be accompanied by a site plan and any other information determined by the Zoning Administrator to be necessary. (4) Public hearing. The Planning Commission, sitting as the Board of Appeals and Adjustments, shall hold a public hearing on the complete application for a variance in accordance with the requirements of this section. After the close of the hearing,the Planning Commission shall make findings and submit its recommendation to the City Council. (5) City Council action. The City Council shall make the final decision regarding an application for a variance from the provisions of this article. Approval of a variance shall require a simple majority vote of the City Council. (6) Required findings. The City Council shall make each of the following findings before granting a variance from the provisions of this article: (a) Because of the particular physical surroundings, or the shape, configuration, topography, or other conditions of the specific parcel of land involved, strict adherence to the provisions of this article would cause practical difficulties in conforming to the zoning ordinance. The applicant, however,is proposing to use the property in a reasonable manner not permitted by the zoning ordinance. (b) The conditions upon which the variance is based are unique to the specific parcel of land involved and are generally not applicable to other properties within the same zoning classification. (c) The practical difficulties are caused by the provisions of this article and have not been created by any person currently having a legal interest in the property. (d) The granting of the variance is in harmony with the general purpose and intent of the Comprehensive Plan. (e) The granting of the variance will not be materially detrimental or the public welfare or materially injurious to the enjoyment, use, development or value of property or improvements in the vicinity. (7) Conditions ofapproval. The City Council may establish any reasonable conditions of approval that are deemed necessary to mitigate adverse impacts directly associated with granting of the variance and to protect neighboring properties. Section 2: This ordinance shall be in full force and effect from and after 30 days after its passage 18 HOUSING & REDEVELOPMENT AUTHORITY MINUTES OF THE MEETING OF JULY 26, 2011 1. Call to order—The meeting was called to order by Chair Diehm at 7:00 pm 2. Roll Call—Members present: Bruce Nawrocki, Gary Peterson, Donna Schmitt, Tammera Diehm, and Bobby Williams. Staff Present: Executive Director-Walt Fehst, Community Development Director-Scott Clark, Assistant Community Development Director-Sheila Cartney, and Secretary-Shelley Hanson Parkview/CommonBond staff: Laura Sheak, Laura Frost, and Lisa Wilcox-Erhart. 3. Pledge of Allegiance-Recited CONSENT AGENDA 4. Approve Minutes from May 24, 2011(special meeting). 5. Approve Financial Report and Payment of Bills for May and June 2011 on Resolution 2011-05. Questions from members: Nawrocki questioned the over charges for legal fees in the reports provided. Lisa responded that there have been several evictions and legal actions taken this year that caused this. He then questioned the amount listed under"bad debts". Lisa explained that occasionally people move out without paying past due rent. The amount listed in the report was for a unit in the south building. Management does send the tenant a letter asking for payment and then turns it over to a collection agency. The unpaid amount is what is noted on the report. Motion by Nawrocki, seconded by Williams, to approve the consent agenda items as listed and to adopt Resolution 2011-05, Resolution of the Columbia Heights Housing and Redevelopment Authority(HRA) approving the Financial Statement and Payment of Bills for the months of May and June 2011. All Ayes. MOTIONPASSED. HRA RESOLUTION 2011-05 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING&REDEVELOPMENT AUTHORITY (HRA)APPROVING THE FINANCIAL STATEMENT FOR MAY AND JUNE,2011 AND PAYMENT OF BILLS FOR THE MONTHS OF MAY AND JUNE,2011. WHEREAS,the Columbia Heights Housing and Redevelopment Authority(HRA)is required by Minnesota Statutes Section 469.096, Subd. 9,to prepare a detailed financial statement which shows all receipts and disbursements,their nature,the money on hand,the purposes to which the money on hand is to be applied,the HRA's credits and assets and its outstanding liabilities; and WHEREAS,said Statute also requires the HRA to examine the statement and treasurer's vouchers or bills and if correct,to approve them by resolution and enter the resolution in its records; and WHEREAS,the financial statement for the months of May and June of 2011 and the list of bills for the months May and June 2011 are attached hereto and made a part of this resolution; and WHEREAS,the HRA has examined the financial statement and the list of bills and finds them to be acceptable as to both form and accuracy. 19 HRA Minutes Page 2 July 26, 2011 NOW,THEREFORE BE IT RESOLVED by the Board of Commissioners of the Columbia Heights Housing &Redevelopment Authority that it has examined the attached financial statements and list of bills,which are attached hereto and made a part hereof,and they are found to be correct, as to form and content; and BE IT FURTHER RESOLVED the financial statements are acknowledged and received and the list of bills as presented in writing are approved for payment out of proper funds;and BE IT FURTHER RESOLVED this resolution and attachments are to be made a part of the permanent records of the Columbia Heights Housing&Redevelopment Authority. Passed this 26"'day of July,2011. BUSINESS ITEMS 6. Report of the Management Company Laura asked if there were any questions on the newsletter items or on the monthly reports. Nawrocki asked what the status was for hiring an architect for the remodeling that was discussed at the last meeting. He was wondering if the low bidder was the company chosen to oversee the project. Lisa stated that based on the recommendation of the Board at the last meeting, they did proceed with the low bidder(WAI). The new company had to start from scratch to put specs together and will go out for bids in mid-August. Nawrocki then asked if the noise from the Star Bar was still an issue. Clark said that right after the last meeting, staff met with the Police Department, who in turn, met with the owner of the Star Bar. The owner has installed surveillance cameras as required by the mitigation plan in place. The Police Department is also doing extra patrols of the area during the evening hours. He hasn't heard of any further complaints since these measures were taken. Lisa told members that the 2011 Capital Fund Grant came out and that Parkview Villa North received $92,207 that will be used for the renovations. 7. Resident Council Minutes Rita Nelson reviewed the minutes with the members. She noted that they will be taking nominations for the open Vice President and Secretary positions on the Resident Council at the next meeting. She also informed the Board that Irene Sufka is hoping to be home in two weeks. Diehm and Nawrocki both reminded residents that National Night Out is August 2nd and they encouraged residents to participate. Fehst said that if residents choose not to host their own party, the Methodist Church is having one and they could attend at that location. 8. Citizen Forum Diane Powell#905 stated there is a problem with someone on the 9th floor who continually opens the window in the hallway, summer and winter. She said the last few weeks when it has been so hot and humid, that it causes the whole floor to get hot. She said this person opens it during rainstorms and even during the winter and the snow blows in. She has reported it and wonders what can be done to keep it closed. Laura said it is happening on several floors,not just the 9th floor. She suggested installing a lock on the window since they are not emergency 20 HRA Minutes Page 3 July 26,2011 windows used to escape. Nawrocki said management staff should be told who the person is that is doing it and that they should talk to that person and tell him to leave the windows closed. Abdullah(Adam) #611 said it happens on his floor also. That person uses the window to take pictures and then leaves the window open. Ruth Hillestad#310 asked if some other place could be designated for smoking other than around the front door. Management will try to encourage people to stay a certain distance from the front door, since there is no established policy in place. Clark has heard this is an issue and has directed staff to research various alternatives and costs so this can be discussed at the October meeting. Nawrocki said he knows this has been discussed before,but there is not money to build a smoking shelter. Management is doing a good job enforcing the no smoking indoors rule,but it is hard to control outside. 9. Other Business-Update on Aeon Transaction As previously explained, there is an extensive amount of work to be done so the investors can determine what they are buying. Clark reviewed with members and residents what has happened in the last two months: In May the Memorandum of Understanding was entered into. On June 13, 2011 Aeon met with staff and residents in a question and answer session where there were approximately 60 people in attendance. Written copies of the questions and answers have been distributed to all the residents. In June, staff contacted all the Federal and State Legislators, as well as other local officials to inform them of our plan to sell the building. Staff also went through all the past HRA files and contracts so Aeon could review them, along with past utility bills and rent structures. As Built drawings have been located and delivered to Aeon. In July, Aeon ordered Title work and a survey to be done. And it is anticipated that in August, Aeon's acquisition team will do a detailed inspection of the building. There also will be four other inspections for the following: 1)Environmental Phase 1; 2)Lead and Asbestos; 3) Physical Capital Needs; and 4) Greener Energy Audit. In the fall discussions will take place with HUD, Finance Entities,the Met Council, etc. Nawrocki is concerned that this process will be dragged out needlessly. He thinks we need to find out what they are willing to pay to see if the City is even interested in moving forward at all. He said a preliminary figure should be established. Barb Camp#608 handed out an Article she found in the paper regarding another property AEON redeveloped. Mr. Camp wanted to know if rents would be raised if AEON purchases the building. Diehm explained it is the City's goal to keep the rates affordable and protect the current residents and that Aeon is aware of that goal. If that goal can't be met, the City may not move forward with the sale. Clark told residents that Aeon's goal also is to provide low to moderate income housing at most of its facilities and that they are in the business of running these types of facilities. 21 HRA Minutes Page 4 July 26, 2011 Ken Bloch#315 stated it makes more sense to have an entity that specializes in the housing business than to have the City oversee a facility such as Parkview. Barb Camp said she has reached out to the Elliot Park Neighborhood Association where Aeon currently has several buildings. So far, she hasn't received a response from them. The next regular HRA meeting is scheduled for October 25, 2011 at Parkview Villa. The meeting adjourned at 7:40 pm. Respectfully Submitted, Shelley Hanson Recording Secretary 22 City of Columbia Heights Park and Recreation Commission September 28,2011 Eileen Evans called the meeting to order at 5:30 p.m. ROLL CALL Members present: Eileen Evans; Tom Greenhalgh; Stan Hoium;Kevin McDonald;David Payne;Marsha Stroik Staff Present: Tim Lund,Public Works Park Foreman;Gary Peterson,Mayor;Keith Windschitl,Recreation Director; Deanna Saefke, Secretary APPROVAL CONSENT AGENDA Payne asked about the charges for G&K Services regarding how many mops and linens are ordered. Windschitl replied that is a weekly service with two wet and two dry mops that are used throughout Murzyn Hall. They need to be replaced each week with the mess that is created after each event. The cost is about fifteen dollars per week. Hoium asked if having the air conditioning unit fixed by Honeywell was under warranty. Windschitl replied that the current warranty with Honeywell for controls ends October 26,2011. They were called out for a major repair on a controls component. This cost would have been very high if it was not covered under warranty. Hoium asked about NSI. Windschitl explained that NSI is the current preventative maintenance company contracted by the City and provides HVAC support for many of the City buildings. Honeywell warranty covers any issues with the controls for the new system at John P. Murzyn Hall. Motion by Stroik,second by Payne,to approve the consent agenda. Upon vote: All ayes. Motion Carried. LETTERS AND REQUESTS A. Letter of request for an open bar reception on Saturday,October 22 2011 for 150 guests. Windschitl discussed the details of the request. He informed the Members that the groom is a family member of the former Fire Chief Charlie Kewatt. This will be a responsible bar with 150 guests. Motion by Hoium, second by Payne,to allow an open bar for Sunday,October 22,2011.Upon vote:All ayes. Motion Carried. B. Letter of request for an open bar reception servina beer and wine on November 5 2011 for approximately 160 guests. Windschitl indicated that the client is serving beer and wine with many guests not drinking alcohol. They are residents of Columbia Heights,have rented the facility in the past and will be renting again in the next year. They have hired Hoiuin to bartend. Motion by Greenhalgh,second by McDonald,to allow an open bar for November 5,2011.Upon vote: All ayes. Motion Carried. C. Letter of request for a reduced rental rate for a once a month meeting of the Punsch Klubben Swedish men's club submitted by Columbia Heights resident Charles Sanders Windschitl indicated the Punsch Klubben is a Swedish men's social club similar to a Lion's Club. They use a portion of the kitchen to make soup and Swedish pancakes and meet in the bar. The current rate is a 25%discount of the LaBelle Lounge rate due to Charles Sanders being a resident 23 Park&Recreation Commission September 28,2011 Page 2 of Columbia Heights. They currently pay$176.76 per meeting. Windschitl is suggesting a 50% discount with a rate of$117.84 because they are a repeat rental. Evans asked how many hours they are in the space. Windschitl replied 3-4 hours. He stated that this group will be renting on a monthly basis and the fee will be additional income as the building is already open on Thursday evenings for other events. Hoium asked if this would be an hourly rate instead. Windschitl replied that a set usage fee will increase with any JPM rate increase and be more efficient for payment rather than trying to figure out after each time when the left if it is different from time to time. He indicated that they do clean up the areas of use. Hoium asked if this would be considered for any type of group. Windschitl replied yes as long as the facility is available and it is a responsible group. Motion by Hoium, second by Stroik,to approve the 50%discounted rental rate making the fee $117.84 per time for the Punsch Klubben.Upon vote: All ayes. Motion Carried. OLD BUSINESS A. Ramsdell Park updates Lund indicated that the construction is mostly complete. There are approximately twenty items on a punch list to finish,man hole work,and a few items on the shelter. Stroik asked if the Ramsdell memorial had been moved. Lund replied that only the flag pole had been relocated. Stroik had heard a comment from someone about the Ramsdell family having some responsibility in putting money towards the moving of the memorial. Peterson indicated that the Police Department is in charge of the memorial. He had heard that they wanted to improve the current wood plaque to a stone memorial. Payne indicated that the slope of the ballfield in right fields slopes down to the catch basin. Lund replied that there needs to be some slope to avoid standing water. Evans asked if the City is watering the field. Lund will have staff look in to the slope of the field. Lund replied the contractor is manually turning the water on because the controller is not installed for the sprinkler system yet. Payne thanked everyone for the playground and it looks really good. Lund replied that playground was purchased at the same time as the Huset West playground with the grant from Game Time so the City only paid half price for the playground equipment. Stroik mentioned how nice the added green space in the corner looks with the trees. Windschitl indicated the possibility of holding a future meeting at Ramsdell Park. He stated there should be recognition of the Ramsdell family with the moving of the memorial and it might be better to do this in the spring once the park and memorial are complete. B. Future Park Development Lund stated that LaBelle Park would be the next park to pursue plans for redevelopment. Stroik indicated previous discussions of having McKenna Park next for improvements. Windschitl replied that McKenna Park was discussed for playground updates in regards to a grant that Kevin Hansen was applying for. He asked Lund where the used playground equipment from Ramsdell Park went to. Lund indicated it is being installed at LaBelle Park on Circle Terrace Boulevard. Evans stated that the playground equipment at McKenna Park may not need to be replaced,but the only equipment there is for younger children. Equipment should be added for the older children. Evans indicated that Keyes Park is the same way where there is a need for older children to play on. 24 Park&Recreation Commission September 28,2011 Page 3 Stroik indicated that she spoke with the Finance Director Kloiber regarding the United Way project. When people donate to the United Way they can allocate where their donations will go to and would like to see the City take part in that option. Stroik also spoke with Kloiber regarding a round up program with utility bill payments. In this type of program a resident could pay their utility bill and round up to an even dollar amount above your bill with those funds allocated to a designated fund or project within the City. Evans remembered a discussion on this topic in the past and the fact that the City does utility bills on a quarterly basis was an issue. Windschitl stated that the Park Development Fund has been depleted with the improvements to Ramsdell Park. In a discussion with Hansen,he indicated pursuing the LaBelle Park development plan to get an idea of what the costs would be. Regarding the boardwalk area the cost will be high. Windschitl would like to see some improvements done in that area. A park plan would cost about$12,000. Then if funding would become available we would have to decide what steps to take. Evans questioned doing a park development plan at this time when there isn't any money to snake any changes. She stated the Huset Park plan was made and then nothing ever came out of those plans. Windschitl read an email response from Hansen. On LaBelle Park and master planning this plan would cost in the$12,000 range. Hansen put money in the 2012 Parks Budget for a Master Park Development Plan for future improvements. The Park Development Fund has been expended with the improvements at Sullivan Park, Silver Lake Park,Huset Park and this year Ramsdell Park. The primary revenue source for this fund is through park dedication associated with new development. With the current economy this is not likely to be a short term revenue source. We can explore other sources of revenue such as grants but those are very limited and focused on projects of regional significance. With a Master Plan we can budget for phased improvements based on available revenue over time. Evans indicated with a smaller amount of money,she feels it would be better to use it for added playground equipment for older children at Keyes and McKenna Parks rather than to use it for a plan that will sit around for years. Greenhalgh stated that those are two of most used parks. Windschitl suggested putting the topic on hold until the next meeting when Hansen is available for discussion. He restated that by having a plan improvements could be made over time. Motion by Payne,second by Greenhalgh,to table the discussion of future park development until the next meeting.Upon vote: All ayes. Motion Carried. NEW BUSINESS A. LaBelle Park closing time Evans reported visiting the basketball park and that the court is not exactly boarded on three sides by buildings with the location at a lower level than the parking lot. Greenhalgh stated that yes the noise does travel when there isn't much of any other noise,but where else are kids supposed to play outside. The court was removed from Keyes Park due to problems. Windschitl replied that removing the court at Keyes did make a difference and has received good comments. Evans stated Prestemon Park was a problem for a while too,but hopes that police are patrolling the area more often and she has not seen the gang activity at that park. Peterson asked what time the parks close. Windschitl replied that the City Code of Ordinance states that the parks close at 11:00 p.m. Hoium asked if the court is lit. Windschitl replied there is no light on the court but the street light may provide some over flow lighting. 25 Park&Recreation Commission September 28,2011 Page 4 Windschitl indicated he has corresponded via email with a resident in that area. This resident indicated there is a sign on the fence at the court stating no basketball after 10:00 p.m.but it is very faded and hard to read. The resident would like the sign replaced or renewed. Windschitl indicated this is not an ordinance and would not be enforced by the police. The resident also mentioned seeing use of alcohol in the parking lot and would call the police if he sees that kind of behavior in the future. Windschitl suggested putting some sings up at the courts as the resident is requesting. Greenhalgh mentioned previous discussion of renewing signs at all of the parks because so many of them are difficult to read. Windschitl replied he would like to see the signs updated and consistent at all of the City parks. Windschitl reported speaking with this resident regarding the need for the park closing time to be at 11:00 p.m. in the City Code of Ordinance due to the need for men's softball league with games sometimes ending after 10:00 p.m. Therefore we would not want to change the ordinance. Hoium asked why the time should be changed for one complaint. He indicated that no one knows why or when the sign was place stated there is no basketball after 10:00 p.m. Peterson asked about the curfew and if the people playing basketball are youth or adults. He agreed with leaving the sign up for no basketball after 10:00 p.m. to see if it helps,but to make sure that this resident knows it will not be enforced. Windschitl indicated Staff will update the current sign. REPORTS A. Recreation Director Windschitl reported two part-time staff was recently hired for Murzyn Hall to help out in the times where current staff is unavailable to work. Windschitl attended a recent City Council meeting to receive approval on replacement of the Murzyn Hall fire alarm because it is not a budgeted item. Over the previous three months there have been numerous problems with the fire alarm going off with no fire or smoke. The current system was installed in the 1970's and the panel is malfunctioning. A motion was approved to get bids on a new system from Council. Windschitl indicated the money would come from the head custodian position that has not been replaced therefore there is money within the budget for personnel and not go over the current 2011 Recreation budget. It will hopefully be replaced in the next few weeks. Windschitl reported speaking with another resident concerned about people smoking along the trail around Sullivan Lake Park near the Medtonic building. This resident has contacted Medtronic and was told that employees are not allowed to smoke on Medtronic property. Windschitl contacted Medtronic's operations department and is working with them to create an area outside of the building for smokers to be at so they are not on the trail system. Hoium indicated that smokers do have the right to smoke on the trails. Windschitl replied that yes according to our policy there is no organized youth event going on and they do have the right to smoke on the trails. Windschitl indicated the rear parking lot of Murzyn Hall is in rough condition and very cracked. He had put money in the budget this year for improvements, about$12,000. The streets department had been working to create a situation for the water to drain and funnel out of the back of the lot. B. Public Works Director/City En ineer Lund reported the seasonal crew was very good again this summer. Three employees will remain on staff until the end of October which really helps. Staff is working on top dressing some of the 26 Park&Recreation Commission September 28,2011 Page 5 areas in the Parks where the grass is not growing very well. Areas include Huset Park along the parkway and the new areas at Sullivan Park near the shelter. The salvaged playground from Ramsdell Park will be moved to Circle Terrace. C. Commission Members Greenhalgh reported the CH Basketball Association used the Hylander Center for a tournament this past weekend and continue to receive a lot of positive feedback on how nice the facility is. Evans stated that during this summer she has noticed how clean the parks have been. She often cleans different areas of the parks that she uses and it seems to help when others use the park that they keep it clean. Stroik asked if the ice rinks will be open again this year. Lund reported yes,it will be the same three as last year. ADJOURNMENT Evans adjourned the meeting at 6:35 p.m. Deanna Saefke, Recreation Clerk Typist II 27 Approved 11/02/11 �s COLUMBIA HEIGHTS PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES October 5,2011 The meeting was called to order by Chair Patricia Sowada,at 6:32 p.m. Members present were:Nancy Hoium, Steve Smith,Patricia Sowada,Barbara Tantanella,and Catherine Vesley. Also present: City Council Representative Tami Dielim,Becky Loader,and Stacey Hendren. The Board welcomed MaiKao Xiong,temporary full-time Children's Librarian,to the meeting. Loader introduced Xiong to the Board,and Xiong gave a brief background of herself and what brought her to Minnesota. Loader stated that we are very fortunate to have Xiong,who continues her training while working with programming. The minutes of the September 7,2011 Board meeting were approved as mailed. The bill list dated 9/28/11 of 2011 bills was reviewed. It was moved, seconded,and passed that the bills be paid. The bill list dated 9/28/11B of 2011 bills was reviewed. It was moved,seconded, and passed that the bills be paid. Smith gave a brief summary of the visit by David Housewright. The 2011 accounting dated 1015111 was reviewed. Old Business: 1. Progress on maintenance projects continues. a. When the boiler was installed,the company failed to fill it with Glycol,only water.The boiler manufacturer is working with staff to resolve issues with the boiler installation. b. Two bids have been received for the installation of the AC control panel. Due to the complexity of the project and the bids,Loader has requested Kevin Hansen,Public Works Director,to assist with the review process. The Board discussed the companies that provided bids, and options for the project. 2. The Board received their 2012 proposed budget books. The revised format follows instructions from Joe Kloiber,Finance Director,to make the budget books for all departments more consistent. There was general discussion on various line items which showed decreases and increases. Loader highlighted increases due to in-house cleaning and line item 7370:Transfer Out to Info Systems,which covers the Library's portion of the IS department. The Board was encouraged to attend the City Council meeting on December 12`x'to support the library budget. Items from the Floor: 1. The Board received a handout listing capital expenditures in Anoka County Libraries. The Board was reminded that City of Columbia Heights residents were not included in the per capita for operating expenses for Anoka County,since they are taxed for library services through the City. 2. Loader provided a handout to the Board from Kloiber explaining the discontinuation of the Market Value Homestead Credit and how the new Homestead Exclusion process works. The Board discussed how the changes in the taxes will affect residents of Columbia Heights. 1 28 Old Business: 3. Hoium moved to rescind the joint resolution 2011-2 requesting that the City Council form a task force for the purpose of planning a new building to house the public library and city hall. The motion was seconded, and passed. Hoium moved to approve resolution 2011-4from the Library Board requesting that the City Council form a task force for the purpose of planning a new building to house the public library and city hall. The motion was seconded,and passed. The Library Foundation passed a similar resolution on October 5,2011. The Friends of the Library passed a resolution requesting a task force for the purpose of planning a new library on October 3,2011. Resolutions will be presented to the City Council at the October 24`x'meeting. Board members are requested to attend. 4. Loader requested recommendations for task force members. The Board compiled a list and is instructed to forward additional names to Loader. New Business: 1. The August crossover statistics were reviewed by the Board. 2. The Board reviewed the Unique Management Status Report for August. 3. The Board appreciated the thank you to Sister Cities for the book,"Voytek the Soldier Bear." 4. The Board discussed the article"Analysis: MVHC Elimination"and how it relates to the presentation by Kloiber on how property taxes are effected by the Homestead Exclusion. 5. The Board reviewed the two articles concerning Washington County Libraries and the Lake Elmo Library. Loader continues to monitor the situation. 6. The Board reviewed the draft meeting dates for 2012. The July meeting was moved to the first Tuesday due to the July 4`1'holiday. Hoium moved to accept the 2012 Library Board meeting dates as amended. The motion was seconded, and passed. 7. Loader gave an update on staff changes. Cristy Tombarge,Library Assistant,was granted a three month leave of absence. Ramon Gomez, Library Clerk,will work an additional 5 hours per week to cover her essential duties. Staff will work together for desk coverage. The Library is currently advertising for a Page position. Regina Jesse has resigned as a Page,and Teri Olberding has asked to be taken off the substitute list. Items from the Floor: 3. Board members received a copy of the updated user guide. 4. The Anoka County Library Board has adopted a new lost and damaged materials policy. The charges for damaged items will now be a percentage based on the condition and number of times circulated. This policy changes the previous definition of the lost bill paying for the replacement,to the depreciated cost of the actual item. At this time,the Library Board is not interested in pursuing changes to the Columbia Heights Library's current policy. 2 29 5. The Library Foundation fundraiser in conjunction with the Heights Theater will be on Sunday,December 4th. The film Miracle on 34t"Street will be presented. 6. The Board was notified of the Anoka County Historical Society Sock Hop October 7"',at Murzyn Hall. 7. Sowada presented a book,pamphlet,and other items on behalf of the Sister Cities,to the Library,from her trip to Poland. 8. The Board was notified of the fire station open house, October 8"'from 11-3. The Greater Twin Cities Dalmatian Club will be in attendance. There being no further business,the meeting was adjourned at 8:17 p.m. Respectfully submitted, Stacey R. Hendren Secretary,Library Board of Trustees The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services,programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights services, programs, and activities. 3 30 COLUMBIA HEIGHTS - CITY COUNCIL LETTER Meeting of: November 14, 2011 AGENDA SECTION: ORIGINATING DEPARTMENT: CITY MANAGER'S NO: Administration APPROVAL ITEM: Joint meeting w/ BY: BY: NO: Board of Education DATE: November 14, 2011 DATE: j?J Background: The City Council and the Board of Education have agreed to schedule a joint meeting to be held on Wednesday,November 16, 2011, 7:00 p.m. at the Columbia Heights Public Safety Building. Tentative topics include: • Building and grounds—School District • Hylander Center—City/School district • Housing—City • Economic Development—City • Taste of Columbia Heights—City • Budget Updates—City/School District • Reading Project—City/School District • Schools Update—School District • Other Collaborative Projects—City/School District Recommended Motion: Move to set a joint meeting with the District#13 Board of Education for Wednesday,November 16, 2011 at 7:00 p.m. at the Public Safety Building. COUNCIL ACTION: 31 COLUMBIA HEIGHTS - CITY COUNCIL LETTER Meeting of: November 14, 2011 AGENDA SECTION: ORIGINATING DEPARTMENT: CITY MANAGER'S NO: Consent Administration APPROVAL ITEM: Adopt Res. 2011-129 BY: Walter R. Fehst BY: NO: Fiscal Disparities DATE: November 7, 2011 DATE. Background: The Anoka County Board passed a resolution at their October 25 meeting requesting no change in fiscal disparities. Anoka County has requested that cities and school districts in Anoka County pass a resolution to support fiscal disparities, as there may be an effort to dismantle this important program, which was established under the leadership of former Anoka Representative Charles R. Weaver. If the Fiscal Disparities Program was eliminated,most homeowners and business property tax statements in the Anoka County area would see an average increase of 10 percent(on the combined city/school/county taxes). This would result in more disparity in the Metro area. The estimated tax increase without fiscal disparities for Columbia Heights would be: - On a Columbia Heights $200,000 residential homestead for 2011 $267 - School District#13 $166 - Anoka County $ 36 Total $469 If approved, this Resolution with be forwarded to Anoka County and communicated as a united message to Legislators in the upcoming Legislative Session. Recommended Motion: Move to waive the reading of Resolution No. 2011-129, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution No. 2011-129,being a Resolution requesting no change in fiscal disparities. COUNCIL ACTION: 32 RESOLUTION NO. 2011-129 BEING A RESOLUTION REQUESTING NO CHANGE IN FISCAL DISPARITIES WHEREAS, the State of Minnesota adopted Minnesota Statute Section 473F—a system designed to share tax resources in the metropolitan area known as fiscal disparities; and, WHEREAS, the idea of tax-base sharing is to narrow the gap between communities with a strong and growing commercial-industrial tax base and communities with small or stagnated commercial-industrial tax base. To lessen the difference between these"haves" and"have-nots," the law requires that 40 percent of new commercial-industrial tax base be put back into the metropolitan pool and apportioned back to communities according to their population and overall tax base; and, WHEREAS,the Minnesota fiscal disparities tax sharing system is working and is making progress towards its objective; and, WHEREAS, tax base sharing results in spreading the benefits of regional centers and facilities to communities that do not have them but whose taxpayers support them, either through sales or income taxes. Further, fiscal disparities is an integral part of the metropolitan area's property tax system, and is a fundamental benefit to the entire metropolitan area because it recognizes that communities are in interdependent economic unit—as shown by the recent formulation of the economic development organization called"Greater MSP"; NOW, THEREFORE, BE IT RESOLVED that the City of Columbia Heights respectfully requests the Governor and the Minnesota Legislature to support continuation of the current Fiscal Disparities Law. Passed this 14ffi day of November 2011 Offered by: Second by: Roll Call: Mayor Gary L. Peterson Attest: Patricia Muscovitz, CMC City Clerk 33 CITY COUNCIL LETTER Meeting of: November 14, 2011 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER'S NO: CITY MANAGER'S APPROVAL ITEM: 2012 SEASONAL & TEMPORARY WAGE BY: LINDA L. MAGEE BY: ADJUSTMENTS DATE: October 27, 2011 DATE: F NO: Attached are proposed 2012 wage schedules for non-union part-time temporary Library employees, seasonal Public Works employees, seasonal/temporary Recreation employees, and interns. A 1% wage adjustment is recommended for temporary Library employees, seasonal Public Works employees, and interns. The Recreation Director is recommending no adjustment to the current rates for seasonal/temporary Recreation employees for 2012. The last seasonal and temporary wage adjustment was in 2009, but took effect in 2010. RECOMMENDED MOTION: Move to waive the reading of the resolution, there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution 2011-127, adopting changes in wage ranges and establishing wages for seasonal and temporary employees for calendar year 2012. COUNCIL ACTION: 34 RESOLUTION 2011-127 ADOPTING CHANGES IN WAGE RANGES AND ESTABLISHING WAGES FOR TEMPORARY PART-TIME LIBRARY POSITIONS, SEASONAL PUBLIC WORKS POSITIONS, SEASONAL/TEMPORARY RECREATION POSITIONS, AND INTERNS WHEREAS, the City of Columbia Heights adopted a Wage Compensation Program for Non-Unionized City Employees effective January 1, 1980 (Resolution 80-47), which indicated that on an annual basis, changes may be adopted in Wage Ranges. NOW,THEREFORE, BE IT RESOLVED, that the City of Columbia Heights establishes wage ranges for non-unionized temporary part-time Library positions, seasonal Public Works positions, seasonal/temporary Recreation positions, and interns, as indicated on Schedule 1, II, III, and IV, which are attached and on file in the office of the City Manager; and BE IT FURTHER RESOLVED that such schedules be effective January 1, 2012. Passed this 14thth day of November, 2011. Offered by: Seconded by: Roll Call: Mayor Gary L. Peterson Patricia Muscovitz, CMC City Clerk 35 2012 PART TIME TEMPORARY LIBRARY EMPLOYEES SCHEDULEI PAGE Entry $9.79 6 months $10.37 12 months $10.94 24 months $11.52 LIBRARY AIDE Entry $10.02 6 months $10.64 12 months $11.27 24 months $11.89 36 months $12.52 LIBRARY SUPERVISORS Entry $18.41 6 months $19.44 18 months $20.46 36 2012 PUBLIC WORKS SEASONALS SCHEDULEII Entry 1 Year 2 Years 3 Years 4 Years 5 Years 6 Years Seasonal Laborer $10.06 $10.29 $10.53 $10.77 $11.12 $11.48 $11.83 (Including Rink Maintenance) Warming House $10.06 $10.29 $10.53 $10.77 $11.12 $11.48 $11.83 Attendant Warming House $11.06 $11.32 $11.58 $11.84 $12.23 $12.62 $13.01 Lead Attendant Engineering Aide 1 $12.361 $12.651 $12.941 $13.231 $13.671 $14.10 $14.54 37 2012 RECREATION SEASONALS SCHEDULE III Movement through the wage schedule is contingent upon satisfactory performance as adjudged by the Employer. POSITION ENTRY 6 MONTHS 1 YEAR 2 YEARS 3 YEARS 4 YEARS Summer Playground Asst. $7.85 $8.03 $8.21 $8.48 $8.75 $9.02 After School Instructor $7.85 $8.03 $8.21 $8.48 $8.75 $9.02 Trip Chaperone $7.85 $8.03 $8.21 $8.48 $8.75 $9.02 Facility Supervisor $8.29 $8.48 $8.67 $8.96 $9.24 $9.53 Scorekeeper(per game) $8.29 $8.48 $8.67 $8.96 $9.24 $9.53 Baseball Umpire -House League(Youth) $16/game -Traveling (Plate) $30/game -Traveling (Base) $25/game Soccer Officials(Youth) $14/game Softball Umpires(Youth) -Youth Slow Pitch $16/game -Youth Fast Pitch $25/game Basketball Officials (Youth) - House League $16/game -Traveling $20/game Football Officials(Youth) $25/game Adult Athletics $25/game Umpire/Officials (Softball, Basketball, Volleyball, & Football) Performing Arts Instructor $8.34 $9.73 $11.12 $12.51 $13.91 $15.45 (Gymnastics, Cheerleading, and Ballet) Summer Playground Supervisor $8.59 $10.02 $11.46 $12.89 $14.32 $15.91 Trip Supervisor $8.59 $10.02 $11.46 $12.89 $14.32 $15.91 Program Instructor (Market rate--contingent upon approval of the Recreation Director and the Assistant to the City Manager.) 38 2012 INTERNS SCHEDULE IV Rate 1 $11.52 Rate 2 $12.06 Rate 3 $12.61 Rate 4 $13.16 Rate 5 $13.71 39 CITY COUNCIL LETTER Meeting of November 14,2011 AGENDA SECTION: Consent ORIGINATING DEPARTMENT CITY MANAGER NO. POLICE APPROVAL,: ITEM: Authorize School Liaison Officer BY: Scott Nadeau BY: NO. Contract with CH School District DATE: November 1,2011 DATE: for 2012 BACKGROUND In 1992, the City of Columbia Heights and School District #13 entered into a Joint Powers agreement to fund a School Liaison Services program. This contract has been renewed each year since then. The program continues to provide benefits to the School District and the Police Department and is an important part of our juvenile program. The School District shares expenses with the Police Department during the school year at the rate of one half of 9/12ths of the cost of providing the officer at the high school and middle school. The School District's share for calendar year 2012, which includes wage, fringe and miscellaneous costs, is $39,644.23 each for the high school and middle school officer, totaling$79,288.46. ANALYSIS/CONCLUSION In September, Officer Ron Dietz started his second year as the High School Liaison Officer. Officer Danielle Hanly started her fourth year at the Middle School (now Columbia Academy) this fall. In their role as Liaison Officers, they develop contacts with the students and staff at the schools that are invaluable in our investigation of juvenile crime. They are also excellent role models to students, and their interaction at the schools is an important link between law enforcement and the educational system. Connecting with community partners such as the School District to focus on youth issues is part of the department's Strategic Plan, RECOMMENDED MOTION Move to authorize the Mayor and Police Chief to enter into a Joint Powers agreement with Columbia Heights Public Schools for the provision of a Police School Liaison Officer program as stipulated in the Joint Powers Agreement for the period of January 1, 2012 through December 31, 2012. COUNCIL ACTION: 40 SCHOOL LIAISON OFFICER PROGRAM January 1 through December 31, 2012 Columbia Heights Police Department and Columbia Heights Public Schools Prepared and Submitted by: Chief Scott Nadeau October 12, 2011 41 TABLE OF CONTENTS Subject Page Mission, Goals and Primary Responsibilities of the SchoolLiaison Officer...............................................................................................3 Objectives of the School Liaison Officer Position...............................................................4 Position Description - School Liaison Officer Position: Accountability and Education Requirements.............................................................6 Position Description- School Liaison Officer Position: Qualifications.............................................................................................................7 Major Areas of Accountability for the School Liaison Officer Position.................................................................................9 Guidelines for School Liaison Officer Position.................................................................11 JointPowers Agreement........................................................... ........................................12 Cost Factor Breakdown: High School Liaison for 2012....................................................15 Cost Factor Breakdown: Middle School Liaison for 2012...............................................16 42 MISSION,GOALS AND PRIMARY RESPONSIBILITIES OF THE SCHOOL LIAISON OFFICER Mission Statement: The School Liaison Officer is placed in the school environment to identify, correct, and prevent delinquent behaviors and activities, and to create a positive relationship between youth,police, and other authority figures. Goals: To work with and through school administrators, counselors, teachers, and students to develop a better understanding and a more positive attitude among students as to the role of a police officer. To work in liaison with school officials to provide, as much as possible, a safe and crime- free environment for students and staff. To act as a law enforcement consultant and educator to Columbia Heights School District ##13 schools located in Columbia Heights and Hilltop. To administer the D.A.R.E. (Drug Abuse Resistance Education) program in Columbia Heights Public Schools. Primary Responsibilities: The School Liaison Officer shall function as a law enforcement officer within the school environment and under the direction of the Columbia Heights Police Department investigative supervisor. The School Liaison Officer shall act as a resource for students, teachers, counselors, school administrators and parents. The School Liaison Officer shall remain conscious that the primary responsibility is that of a law enforcement officer. The School Liaison Officer plans and coordinates all functions of investigations relating to juveniles and children,in both criminal and non-criminal matters to effectively solve criminal cases and build a basis for successful prosecution when warranted and/or make all appropriate dispositions of non-criminal matters. The School Liaison Officer also develops and presents investigative reports to the County Attorney and/or City Prosecuting Attorney for complaints and coordinates with other juvenile referral agencies to appropriately handle juvenile criminal and non-criminal acts that have come to the attention of the Department. Pa33 THE OBJECTIVES OF THE SCHOOL LIAISON OFFICER POSITION ARE: Objective#1: To provide a formal process or rationale to: a. Enhance the general safety to students and faculty staff in and around public schools. b. Monitor and/or prevent juvenile gang activity and provide intelligence. c. Reduce the use of uniform officer intervention at school sites for response to school related service demands. d. Maintain community contact for: parents, students, neighborhoods, community organizations(PTA and other service providers) e. Handle incidents such as minor assaults, thefts, and threats as they occur in the officer's assigned schools. Indicator#1: Lack of formal or informal complaints or concerns, either written or verbal. Receipt of letters,phone calls or personal verbal contacts regarding individual or program successes. Objective#2: To provide the following services to Columbia Heights School District#13 schools located in Columbia Heights and Hilltop: a. To coordinate and directly provide for, in appropriate circumstances,the general safety of students and staff. b. To monitor gang activity throughout school property and respond appropriately to non-school related intelligence regarding gang activity. c. To reduce the number of calls responded to by uniform officers at school sites. Pav 4 Indicator#2: Maintain adequate knowledge through review of daily reports,keeping abreast of the above current problems and disseminating information to Investigations and Patrol. Objective#3: Complete all investigations assigned or generated in the field to their proper conclusion. Indicator 93: Pass Liaison supervisor's review of completed cases. One hundred percent of cases must pass this review. Objective#4: Improvement and continual update of Liaison Program. Indicator#4: Yearly evaluations to be prepared by School Officials, Police Department and Liaison Officer for annual review and evaluation. Pags 5 POSITION DESCRIPTION-SCHOOL LIAISON OFFICER ACCOUNTABILITY AND EDUCATION REQUIREMENTS The School Liaison Officer is a member of the department below the rank of Sergeant. Officer may be assigned from the rank of police officer to serve as School Liaison Officer. Officers who desire to serve in this assignment may submit their requests in writing to the Police Captain. Officers serving in the assignment may be removed at the discretion of the Chief of Police. The appointed School Liaison Officer may vacate this position with thirty days written notice to the Chief of Police. While serving in this assignment, officers shall receive a pay differential in accordance with the labor agreement in effect at the time of the assignment. Accountable to: The School Liaison Officer reports to and is directly accountable to the Chief of Police or his designee. Education and Training Requirements: POST licensed, supplemented by course work in investigative techniques, interview and interrogation techniques and cringe scene processing techniques. Pa6 POSITION DESCRIPTION-SCHOOL LIAISON OFFICER QUALIFICATIONS 1. Considerable knowledge of the principles of modern investigation techniques. 2. Thorough knowledge of scientific methods of crime detection and criminal identification. 3. Thorough knowledge of federal, state and local laws and ordinances that are enforced by the department. 4. The ability to communicate effectively both orally and in writing. 5. The ability to analyze complex criminal transactions and trends and to use information obtained.to successfully charge criminal offenders. 6. The ability to develop informants. 7. The ability to independently manage a number of investigations at any one time. 8. The ability to manage time effectively. 9. The ability to speak effectively in public. 10. The ability to work effectively with juveniles. 11. The ability to gain cooperation, support, and assistance of the area church organiza- tions, County Welfare, County Court Services, Juvenile Court, County and City law enforcement, and other agencies in the community. 12. To meet as needed with members of the personnel team and police department representatives to discuss individual student and student body problems that affect school or police department objectives. 13. The ability to provide educational materials and lectures for the students,the school staff and the community on juvenile problems and problem areas, available assistance services for the students and their parents, and other topics deemed important. 14. The ability to assist in the classroom in the teaching of physical,mental and social effects of alcohol and narcotic use and abuse. 15. The ability to train the school staff in matters of school security, symptoms of drug abuse, etc. Paw7-7 16. The ability to identify and take proactive steps to prevent activities that lead or could lead to delinquent behavior and/or activities. 17. The ability to establish a favorable rapport with students as a means for preventing delinquent behavior and activities. 18. The ability to maintain the police image. The School Liaison Officer is responsible for the enforcement of city and state law,but whose treatment is fair and recognizes he is working in a juvenile environment. The School Liaison Officer must assure the students and the staff that he/she is not in the school to create a police state, he/she is there to assist the administrative staff and students. 19. The ability to promote informal contacts between the students and the police,to increase communication and understanding between the two. 24. The ability to meet all other requirements and performance criteria defined for patrol officer position. 21. The ability to serve as a resource person for law enforcement and juvenile court procedures. The officer will be in a position with the school to develop a better understanding and have additional pertinent information for juvenile court determinations. 22. The School Liaison Officer is often in a favorable position to work on many creative programs and can work with juvenile group leaders trying to interest them in constructive activities of a recreational or social nature. Pa8 MAJOR AREAS OF ACCOUNTABILITY OF THE SCHOOL LIAISON OFFICER POSITION 1. To attend school staff meetings as a resource person in developing and adopting procedures that will contribute to the prevention of juvenile delinquency. 2. To communicate and cooperate with county welfare officers,probation personnel,and other members of the professional community when appropriate. 3. To assist school staff members in understanding the Anoka County Juvenile Court System, law enforcement ramifications, and the technique of court referrals when necessary. 4. To be a part of the total team effort to provide role models and prevent undesirable behavior patterns from developing. Endeavor to build and maintain rapport between youth,school, and police by day-to-day contact as a resource person. 5. To become involved in school and outside youth activities in order to understand special problems of youth and how they may be positively addressed. Participate in community affairs as requested or assigned,and be available for lectures to school and community groups. 6. To facilitate education programs for students; i.e., acts as a resource person in the continuing development of drug education, etc. 7. To assist and advise in security matters regarding school buildings and properties that are normally supervised by school staff members upon request of appropriate school official(s). 8. To maintain individual police skills, including physical conditioning. Stay abreast of developments in the crime prevention and youth relations fields and changes in related laws and ordinances. 9. To prepare and submit necessary case files regarding cases assigned or investigated. 10. To work under the direction of the investigative supervisor and will accept input from appropriate school administrative personnel. 11. Investigates reported crimes, both in and out of the school environment, for the purpose of collecting evidence and identifying, locating, questioning witnesses and suspects, and making legal arrests as justified by the facts developed. 12. Obtains and processes physical evidence. Handles or arranges for the processing of a crime scene including measurements, fingerprints,photos and drawings, etc. Page 13. Ensures proper development of cases for prosecution,builds an accurate and complete case file through reports of actions and findings. Coordinates the disposition of all juvenile matters to provide for unified approach. 14. Ensures proper disposition of cases for prosecution,builds an accurate and complete case file through reports of actions and findings. Coordinates the disposition of all juvenile matters to provide for a unified approach. 15. Ensures proper disposition of all assigned cases, meets with the Investigative Supervisor regularly to review the status of all cases and determines whether to pursue, delay or close the matter. 16. Confers with parents,other members of the Criminal Justice System,and those private and public agencies within the community which are involved in the case,counseling or treatment of juveniles, children or family units, in the disposition of matters involving juveniles and/or children. 17. Preparation and presentation of appropriate material to students of elementary,junior and senior high schools, Paggod 0 GUIDELINES FOR THE SCHOOL LIAISON OFFICER POSITION 1. Work week will be based on a 40-hour week. 2. Work hours will be proximate to the school day. 3. Will be assigned a department vehicle while on-duty. 4. Time commitment is appropriately divided in each of the following categories: a. In-school activity at high school or middle school b. Case investigation, training, and meetings as scheduled c. D.A.R.E. d. Elementary schools S. Primarily reports to the Investigative Supervisor. Secondary supervisor is the on- duty police supervisor. b. Must report to a supervisor daily,but is authorized to report immediately to the school each day if approved. 7. Must be prepared to perform all police functions, as the officer is subject to immediate call-out for other activities,but must be discreet in the visibility of police equipment. 8. Will be assigned a cellular phone, and the phone must be operational during all hours when on duty. 9. Break time will be as defined in the union agreement. 10. Will be assigned desk space at the Police Department and will be provided appropriate office space and supplies by the schools. 11. Must dress in a manner that is acceptable to school administrators and with the approval of the Chief of Police. 12. The officer is at all times under police supervision, but is expected to work closely with school administrators and staff. The objective is to solve problems, assist school staff, and to assist students. 13. Will keep a log and prepare appropriate reports to the Chief of Police or his designee. Page 11 51 JOINT POWERS AGREEMENT This Joint Powers Agreement dated this day of is made pursuant to M.S. 471.59 by and between the City of Columbia Heights (City) and Columbia Heights Public Schools(School District). 1. Purpose: The purpose of this agreement is to create, fund, and implement the positions of Police School Liaison Officer. 2. Duties and Responsibilities: The job description for the School Liaison Officer is attached. 3. Selection Process: From applications of qualified applicants for the position of School Liaison Officer, one or more candidates will be selected by a selection board made up of School District#13 personnel and appointed Police Department personnel. Oral interviews are to be administered by the same selection board. The final appointment of the School Liaison Officers are at the discretion of the Chief of Police. The School Liaison Officer may be removed from the position at the discretion of the Chief of Police. 4. Funding: The School District and City will share the following expenses equally during the school year, except in no event may the School District's share of the expenses exceed 1/2 of 9/12 of the total officer compensation and benefit package for the High School Liaison Officer and the Middle School Liaison Officer. A. Officer's Salary B. Position Grade Enhancement C. Holiday Pay D. F.I.C.A. E. Workers Compensation F. P.E.R.A. G. Hospitalization H. Training and Equipment I. Vehicle-related Costs The cost breakdowns for the period of January 1, 2012 through December 31, 2012 are attached. Page 12 52 5. .billing: The City shall submit a bill to the School District,which will be paid within thirty days of receipt. b. Term: This agreement shall commence on January 1, 2012, and shall end on December 31, 2012. 7. General Provisions: The Police School Liaison Officer is a city employee and shall not be considered an employee of the School District for any purpose, including but not limited to salaries,wages, other compensation or fringe benefits, Workers Compensation, Unemployment Compensation,P.E.R.A., Social Security, liability insurance,keeping of personnel records,termination of employment, individual contracts or other contractual rights. The officer will report to and be directed by the Investigative Supervisor,but will consult regularly with the School District officials. The officer will have office space and phone at the assigned school without cost to the City. 8. Indemnification by City: The School Liaison Officer is a City employee. The City shall indemnify,hold harmless,and defend the School District,its elected officials and employees against any and all liability, loss, costs, damages, expenses, claims or actions which the School District, its officers and employees may hereafter sustain, incur or be required to pay,arising out of or by reason of any negligent or willful act or omission of the City,its agents or employees,in the execution,performance,or failure to adequately perform the City's obligations pursuant to this agreement. 9. Indemnification by School District: The School District shall indemnify, hold harmless,and defend the City,its officers and employees against any and all liability, loss, costs, damages, expenses, claims or action which the city, its officers and employees may hereafter sustain, incur or be required to pay, arising out of or by reason of any negligent or willful act or omission of the School District,its agents or employees,in the execution,performance or failure to adequately perform the School District's obligations pursuant to this agreement. 10. Termination of Agreement: Ninety day written notice by either School District or City is required to terminate the program. The Liaison Officer can be removed at any time following the written notification of termination of the program. 11. Temporary Reassignment: Temporary reassignment of the Liaison Officer is at the discretion of the Chief of Police not to exceed thirty consecutive days,contract to be renegotiated after thirty days. Page 13 53 12. The resolution of unforeseen problems arising in this program shall be negotiated by representatives appointed by the School District and the Chief of Police. In witness whereof, the parties have executed this agreement the day and year first written above. City of Columbia Heights Columbia Heights Public Schools Gary L. Peterson Kathy Kelly Mayor Superintendent of Schools Scott Nadeau Scott Bardell Chief of Police School Board Vice-Chair Page 14 54 COST FACTOR BREAKDOWN HIGH SCHOOL LIAISON OFFICER PROGRAM 2012 Base Wage—High School Liaison Officer: Patrol Top Wage $5,648.93.00/month $ 67,787.17/year Liaison Officer Premium $ 154.00/month $ 1,848.00/year Longevity(4 year rate) $ 94.86/month $ 1,138.32/year Holiday pay $ 3,716.00/year Deferred Compensation $ 350.00/year Overtime Allocation $ 3,545.10/ e Total Base Wage $78,384.58/year Compensation and Fringe: h.I.C.A. (1.45%) $ 1,136.58/year Workers Comp (3.38%) $ 2,649.40/year P.E.R.A. (14.10%) $ 11,287.38/year Hospitalization($805/month) 9,660.00/.wear Total Fringe Benefit Costs $24,733.35/year Miscellaneous Costs: Training and equipment allowance $ 1,600.00/year Vehicle related expense $ 1,000.006Lear Total Miscellaneous Costs $ 2,600.00/year Total Yearly Costs $105,717.93/year To compute monthly total: $105,717.93 divided by 12 months =$ 8,809.83 To compute school year total: $ 8,809.83 X 9 months (school year)=$79,288.45 To compute School District cost: lh of 9/12 funding formula=$39,644.23 Total Cost to Columbia Heights Public Schools For High School Officer for 2012: $39,644.23 Page 15 55 COST FACTOR BREAKDOWN MIDDLE SCHOOL LIAISON OFFICER PROGRAM 2012 Base Wage—Middle School Liaison Officer: Patrol Top Wage $5,648.93.00/month $ 67,787.17/year Liaison Officer Premium $ 154.00/month $ 1,848.00/year Longevity(4 year rate) $ 94.86/month $ 1,138.32/year Holiday pay $ 3,716.00/year Deferred Compensation $ 350.00/year Overtime Allocation $ 3,545.10/year Total Base Wage $78,384.58/year Compensation and Fringe: F.I.C.A. (1.45%) $ 1,136.58/year Workers Comp (3.38%) $ 2,649.40/year P.E.R.A. (14.10%) $ 11,287.38/year Hospitalization($805/month) $ 9,660.00/,year Total Fringe Benefit Costs $24,733.35/year Miscellaneous Costs: Training and equipment allowance $ 1,600.00/year Vehicle related expense $ 1,000.00/year Total Miscellaneous Costs $ 2,600.00/year Total Yearly Costs $105,717.93/year To compute monthly total: $1 05,717.93 divided by 12 months =$ 8,809.83 To compute school year total: $ 8,809.83 X 9 months(school year)=$79,288.45 To compute School District cost: '/z of 9/12 funding formula=$39,644.23 Total Cost to Columbia Heights Public Schools for Middle School Officer for 2012: $39,644.23 Page 16 56 CITY COUNCIL LETTER Meeting of November 14,2011 AGENDA SECTION: Consent ORIGINATING DEPARTMENT CITY MANAGER NO. POLICE APPROVAL.,1 ITEM:Approve Transfer of Funds for JAG I Grant BY: Scott Nadeau 15P BY: Overtime Reimbursement, Unique Thrift OT DATE November 3,2011 DATE: Details,and Detox Transports from General Fund to Police Dept Overtime Line Item#1020 NO: BACKGROUND The Police Department received reimbursement from the Edward Byrne Memorial Justice Assistance Grant (commonly referred to as JAG I)for overtime expended toward proactive,targeted initiatives. The JAG I grant is a countywide award, for which Anoka County is acting as fiscal agent. This reimbursement was in the amount of$3,874.51, which covers the third quarter of 2011. In September 2011, the Columbia Heights Police Department worked several overtime security details at Unique Thrift. For those details,we were reimbursed in the amount of$2,590.00. In the third quarter of 2011, the Columbia Heights Police Department transported 23 intoxicated persons to detox centers outside of Anoka County. Per our agreement with Anoka County, we are reimbursed $30 per patient transported in 2011. These transports go to Mission Detox in Plymouth, Ramsey County Detox in Downtown St. Paul, and Dakota County Detox in Hastings. We have received a check for $690 as reimbursement for these transports. ANALYSIS/CONCLUSION The$7,154.51 received from these three sources was deposited into the General Fund. The Police Department is requesting that these funds received from be transferred back into the 2011 Police Department Budget, Overtime line item. RECOMMENDED MOTION: Move to transfer the following from the General Fund to the Police Department 2011 Budget,Overtime line Item 1020:$3,874.51,the amount of money received from Anoka County as reimbursement for overtime under the JAG I grant; $2,590.00, the amount of money received from Unique Thrift for overtime details; and $690.00,the amount of money received from Anoka County as reimbursement for detox transports. COUNCIL ACTION: 57 y COUNTY OF ANOXA CHECK NO. 2100 THIRD AVENUE 17-1 DATE Oct 27, 2011 ANOKA,MINNESOTA 55303 910. z AMOUNT ANOK � x.3,874.51 COUNTY Three rhouser1d Elght Hundred Seventy-F our:Llof/ars And TO THE ORDER OP " CITY OF-COLUMBIA:HEIGHTS POLICE:DEPARTMENT: 825 41ST AVE NE COLr1M$li4 HGld7'S,MN.5�421 O� Uhhad Sfatas WELLS FARGO BANK MINNESOTA WA;'ANOKA l4UNNESOTA At/N�OyKA COUNTY R+yE..�*MyyITTANCE ADVICE DATE Oct 27, 2011 CHECK NO. 1159986 �!4 Y ' r,#J("4 a , }r� �lS.�4>!'l 1 FVN "' k"7 'tot'` j �� }''r ys :1! � 1Ji♦r Z } w 2011-4 Sep 30, 20 GRANT REIMBURSEMENT 711-9130111 SHERIFF .00 3,874.51 .00 3,874.51 58 07473W APOGEE Retail,LLC 034335 Date Invoice Number Comment Amount Discount Amount Net Amount 10/3/2011 2011015 2,590.00 0.00 2,590.00 Check: - 10/17/2011 City of Columbia Heights Check Total: 2,590.00 REFERENCE SECURITY 034335 APDGLE lketall,LLC 3080 Centerville Rd . Alliance Bank' Little Canada,MN 55117 55 Fifth Street East X651)773-8077 St.Paul,Minnesota 55101 75-121-919 *TWO THOUSAND FIVE HUNDRED NINETY AND XX!100 DATE AMOUNT 10117/2011 PAY City of Columbia Heights To THE Police Department ORDER 825 41 st Ave NE OF: Columbia Heights, MN 55421 + r ' 59 COUNTY of ANOI�A CHECK NO:. > . 76-1692 2100 TIiI1tD AVENUE DATE 17/Q172D11 'MAW 3 ANOKA,.*P NESOTA 55303 siz THIS CHECK IS VOID 3:MONTHS FftOM GATE OF ISStJ5 ANOKA: COUNTY t r AMOUNT -PAY PAY SIX IUNDRED_viv Y.DOLLARS AND 690:017 To THE ORDER OF COLUMBIA HEIGHTS POLICE Dl_PT 825 4157 AVE;NE CbLUMBIA HEIGHTS MN 5521 2910ti US DANK NA,ANOKA,MINNESOTA - - - ]VJ= 1■A7617 ANOKA COUNTY„CHSS REMITTANCE ADVICE DATE 11/01/2011 CHECK NO. 8 988841 � ?1�CIY1ii S:~ S k ' I*v t7Q� E ti f f 5 r rF X� t x iwi)1 �� ♦ W ) . ? \ tin h? 24008700 10/21/2011 detox transportation 9/02/2011- 9/25/2011 7.00 210.00 24008800 10/21/2011 , detox transportation 8/01/2011- 8/27/2011 8.00 240.00 24008900 10/21/2011 , detox transportation 7/02/2011- 7/24/2011 8.00 240.00 *** TOTAL 690.00 60 07414W COLUMBIA HEIGHTS- CITY COUNCIL LETTER AGENDA SECTION: Consent Agenda ORIGINATING DEPARTMENT: Meeting date: Fire Nov. 14,2011 ITEM: Authorize purchase ofLC� � replacement rescue vehicle BY: Gary Gorman No: DATE: November 14, 2011 Background: Rescue 3 is a 2007 Ford F350 Super Cab truck with a utility box. Trucks of this size have been utilized in the past with the intent of having smaller, less expensive vehicles to perform much of the daily details and inspections of the Fire Department in place of using more expensive ambulances and pumpers. Planned replacement for this vehicle is every five years. The mileage of the vehicle is 29,179 with 3329 engine hours, which translates to 99,870 miles per manufacturer's formula. Even though the current vehicle is in good condition it has some deficiencies that have made this style of vehicle not work well for the use it was intended. First, the original plan was to have a four door cab in order to seat up to four firefighters if needed. The bay in the old station was too short for the full size 4-door vehicle so the cab was changed to a model with rear half doors and the smaller rear seating space. This amount of space does not work for carrying firefighters, especially if they have turn out gear on. Secondly, many of the EMS drugs and equipment we carry are temperature sensitive and we carry more now than we did in 2007. It was felt in 2007 that the truck was in and out of the station enough in a day to maintain minimum temperatures in the unheated cabinets. With the increase in inspections the vehicle is out of the station most of the day and temperatures in the compartments are getting too cold. Thirdly, in 2007 the Fire Department was not using mobile laptops. A laptop computer was installed last year but since the vehicle is a one ton truck it vibrates the laptop enough that it is difficult to type on it, besides the damage the vibration could be causing the laptop hardware. Due to these deficiencies crews are using the ambulance more for daily duties, which is putting more unwanted miles and wear on a more expensive vehicle. Staff recommendation is to go back to a SUV style of vehicle. Our proposal is for a 2012 Chevrolet Suburban 4x4 purchased from the State of Minnesota Purchasing Contract. This type and model meets all of our needs,has the needed cargo space, and eliminates all of the deficiencies listed above. The Suburban is used by many fire departments and ambulance companies as a first out emergency vehicle or Chief's command vehicles and has a very good track record for durability and maintenance. The current Rescue 3 will be given to the City shop for their use in place of purchasing a new vehicle. Some equipment such as lights, sirens, radio, and computer mount etc. will be removed and reused in the new Fire Department vehicle. RECOMMENDED MOTION: Move to authorize the purchase of a 2012 Chevrolet Suburban 4x4 from Thane Hawkins Polar Chevrolet in the State of Minnesota Purchasing Contract amount of$35,886.20; and to equip the vehicle with lights, sirens, and computer mounts in an amount not to exceed $7,000; and a graphics package not to exceed $500. Funding shall be from the Fire Capital Equipment fund 439-42200-5150. COUNCIL ACTION: 61 CITY COUNCIL LETTER MEETING OF: November 14, 2011 AGENDA SECTION: CONSENT ORIGINATING DEPT: CITY MANAGER NO: FINANCE APPROVAL ITEM: RESOLUTION UPDATING INCOME BY: JOE KLOIBER BY: LIMIT FOR SENIOR CITIZEN UTILITY RATES DATE: November 8, 2011 For many years, the City Council has annually updated the income eligibility limit for reduced senior citizen utility rates. Currently, the income limit for reduced senior citizen rates is set at $29,000. Attached is a resolution raising the income limit, beginning in 2012, to $31,400 for reduced senior citizen rates. For many years, the formula the City has used for this limit is the maximum current year (2012) Social Security benefit for an individual at full retirement age, plus 4%, rounded to the next even $100 increment. This limit is then compared to applicants' prior year(2011) income. This formula is intended to allow for a modest amount of income beyond the maximum Social Security benefit possible. The maximum Social Security benefit for an individual at full retirement age for 2012 is $30,156. The City Council can set any formula or amount for income eligibility. If the City establishes the income eligibility guideline at a higher level, more people will qualify. As more people qualify for reduced rates, the rates for non-qualifying people will have to be raised to ensure adequate revenue in the utility fund. For many years, the number of seniors receiving the reduced rate has remained relatively constant at approximately 230 residents. RECOMMENDED MOTION: Move to waive the reading of resolution 2011-132, there being ample copies available to the general public. RECOMMENDED MOTION: Move to adopt Resolution 2011-132, being a resolution updating the income limit for senior citizen utility rates. Attachment COUNCIL ACTION: 62 RESOLUTION NO. 2011-132 UPDATE INCOME LIMIT FOR SENIOR CITIZEN UTILITY RATES WHEREAS, the City Council has previously established eligibility standards for senior citizen rates for refuse service, sewage disposal, storm water and water supply; and WHEREAS, It has been the City's practice to maintain uniform eligibility standards whenever possible: NOW, THEREFORE, BE IT RESOLVED by the City of Columbia Heights as follows: That anyone over 62 years of age with a maximum household income of$31,400 will be eligible for reduced rates. BE IT FURTHER RESOLVED that the above eligibility standard is effective January 1, 2012. Passed this 14th day of November,2011 Offered by: Seconded by: Roll Call: Mayor Gary L. Peterson Patricia Muscovitz, CMC City Clerk 63 CITY COUNCIL LETTER Meeting of: November 14,2011 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY NO: PUBLIC WORKS MANAGER ITEM: ACCEPTANCE OF A MATCHING BY: Kevin Hansen BY: � �. GRANT IN THE AMOUNT OF$19,933 FOR DATE: November 7, 2011 DATE. PLAYGROUND EQUIPMENT REPLACEMENT AT MC KENNA PARK Staff was notified of a grant program through a playground equipment manufacturer, GameTime, for a 44/56 cost-share grant for new playground equipment. The grant recipient pays for tax and shipping. The grants are on a first-come first-serve basis and equipment must be ordered by November 15, 2011. The grant program is relatively new and is not available every year. The intent of the program is to fight childhood obesity through playground activities. This is the same grant program the City received in 2009 for Huset and Ramsdell Parks, the last year grant funds were available. Staff applied for the grant for McKenna Park as recommended to the City by the Park and Recreation Commission. Recommended Motion: Move to accept the grant for McKenna Park in the amount of$19,933, appropriating matching funds of$25,370 from the Park Development Fund 412, and furthermore authorize the Mayor and City Manager to enter into an agreement for the same. KH:sms Attachment: GameTime Grant Award COUNCIL ACTION: 64 '�i►`tri�Timii�� Enriching Childhood Through Play. Everybody PlaysMore Grant To: City of Columbia Heights Grant number: MN-86456-11 Date: 10-17-11 Conaratulationsl Your application for the Playground Grant has been accepted. GameTime, through the Everybody PlaysMore Playground Grant, is committed to providing children the opportunity to play and give them a local outlet for fun, fitness, fellowship and creativity. On behalf of the grant selection committee, we would like to thank your community for being an active partner with us in providing outlets for play. Grant criteria: Matching Funds Playground Grant funds may only be applied to GameTime discrete structures. GameTime standard policies and warranties apply. Freight and applicable sales tax are extra and not included. Grant acceptance expires November 15, 2011 or until the funds are gone. All grant orders must be submitted by this date and shipped by December 31, 2011. To qualify for the 44% matching grant, payment in full must accompany your order. For orders requiring and qualifying for Net 30 day credit terms, the matching grant shall be limited to 40% of the price for the equipment offered plus freight and applicable sales tax. Grant limited to two structures per applicant, grants are available on a first come first serve basis until the grant fund is depleted. Being awarded the grant does not assure that money is available because it is on a first come basis. Order Process: The following information is required on all Grant orders: 1. Completed Grant application. 2. Grant Award Letter. 3. On 44% matching grants, check payable to "Game Time"must be sent with order. 4. On 40% matching grants a Purchase Order made out to "Game Time" 5. Completed Game Time quotation from your local GameTime representative. Please direct all questions and submit all grant orders through your local GameTime representative: Minnesota/Wisconsin Playground PO Box 27328 Golden Valley, MN 55427 65 CITY COUNCIL LETTER Meeting of: November 14,2011 AGENDA SECTION:CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: FINAL PAYMENT FOR ZONE 5 SEAL COAT BY: K.Hansen BY: PROJECT NO. 1101 DATE: 11/9/11 DATE. Background: The contractor has completed the 2011 Seal Coat project. This program consisted of applying an asphalt emulsion and cover aggregate on bituminous streets in Zone 5. Analysis/Conclusions: Approximately 63% of the seal coat is being funded through assessments, 34% is being paid for by the infrastructure fund, and 3% is being paid for by the City of Hilltop(45th Avenue, Monroe to Central). Staff recommends final payment to the contractor, as work has been completed in accordance with the contract documents. Recommended Motion: Move to accept the work for 2011 Seal Coat, City Project No. 1101 and authorize final payment of$4,847.35 to Allied Blacktop Company of Maple Grove,Minnesota. Attachment: Engineer's Report of Final Acceptance COUNCIL ACTION: 66 CITY OF COLUMBIA HEIGHTS ANOKA COUNTY,MINNESOTA ENGINEER'S REPORT OF FINAL ACCEPTANCE 2011 STREET SEAL COAT PROJECT ZONE 5 CITY PROJECT NUMBER 1101 November 9,2011 TO THE CITY COUNCIL COLUMBIA HEIGHTS, MINNESOTA HONORABLE MAYOR AND CITY COUNCIL MEMBERS: This is to advise you that I have reviewed the work under contract to Allied Blacktop Company. The work consisted of bituminous seal coat application. The contractor has completed the project in accordance with the contract. It is recommended; herewith, that final payment be made for said improvements to the contractor in the amount as follows: ORIGINAL CONTRACT PRICE $ 84,202.50 CHANGE ORDERS $ 12,745.20 FINAL CONTRACT AMOUNT $ 96,947.70 FINAL WORK APPROVED $ 96,947.05 ALL PRIOR PAYMENTS ($ 92,099.70) BALANCE DUE $ 4,847.35 Sincerely, CITY OF COLUMBIA HEIGHTS Kevin R. Hansen City Engineer 67 CITY COUNCIL LETTER Meeting of: November 14, 2011 AGENDA SECTION:CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: Resolution 2011-128 Authorizing The City Of BY: Kevin Hansen BY: Columbia Heights To Enter Into Agreement No.99883 With DATE: 11/2/11 DATE: Mndot To Act As The City's Agent In Accepting Federal Funds Background: The City has an existing agreement with MnDOT(94788)which addresses Federal funding for construction projects. It is a blanket agreement that applies to construction projects where the City has obtained Federal funds. The agreement spells out the duties of the City as it relates to the performance of the work and MnDOT as it relates to accepting and dispersing the funds. The agreement details the duties of the City and of the State prior to and during construction, identifying Federal requirements to be as part of the acceptance of funds. These include design requirements, construction reporting, and audit standards. The handling of Federal funds is regularly routed through the State agencies, in this case MnDOT. Analysis/Conclusions: The attached Agreement No. 99883 with MnDOT provides updates to and replaces the existing agreement No. 94788. The updates are described on the attached letter from MnDOT dated October 28, 2011 and include clarifications to program policies and procedures. There are no substantial changes to the existing agreement. Recommended Motion: Move to waive the reading of Resolution No. 2011-128, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution No. 2011-128, being a resolution authorizing the City of Columbia Heights to enter into Agreement No. 99883 authorizing MnDOT to act as the City's Agent in accepting Federal funds for Federal Aid projects initiated by the City. Attachment: Resolution 2011-128 MnDOT Letter dated 10/28/11 Agreement No.99883 COUNCIL ACTION: 68 RESOLUTION NO.2011-128 BEING A RESOLUTION AUTHORIZING THE CITY OF COLUMBIA HEIGHTS TO ENTER INTO AN AGREEMENT BETWEEN THE MINNESOTA DEPARTMENT OF TRANSPORTATION AND THE CITY OF COLUMBIA HEIGHTS FOR FEDERAL PARTICIPATION IN CONSTRUCTION BE IT RESOLVED, that pursuant to Minnesota Stat. Sec. 161.36, the Commissioner of Transportation be appointed as Agent of the City of Columbia Heights to accept as its agent, federal aid funds which may be made available for eligible transportation related projects. BE IT FURTHER RESOLVED,the Mayor and the City Manager, are hereby authorized and directed for and on behalf of the City to execute and enter into an agreement with the Commissioner of Transportation prescribing the terms and conditions of said federal aid participation as set forth and contained in"Minnesota Department of Transportation Agency Agreement No. 99883", a copy of which said agreement was before the City Council and which is made a part hereof by reference. Dated this 10'day of November, 2011 CITY OF COLUMBIA HEIGHTS Offered by: Seconded by: Roll Call: Mayor Gary L. Peterson Patricia Muscovitz, CMC City Clerk 69 Minnesota Department of Transportation State Aid for Local Transportation 395 John Ireland Boulevard, MS 500 Saint Paul, MN 55155 October 28, 2011 Kevin Hansen Columbia Heights City Engineer 637 38th Avenue NE Columbia Heights MN 55421 W1 3 1 X11111 SUBJECT: Agency Delegated Contracting Process AgreementY ` Agency Agreement No. 99883 Dear Mr. Hansen: Attached are three copies of the agency agreement between the City of Columbia Heights and MnDOT, which allows for MnDOT to act as the City's agent in accepting federal aid. This agreement is intended to cover all federally funded projects that the City of Columbia Heights is awarded funds for until revisions are needed to the agreement. It supersedes the agreement executed in or about 2003, which is referenced in this agreement. There are not substantial changes to the agreement. There is a more clear reference to the DCP checklist as well as requirements and references to other State Aid policies and procedures rather than MnDOT's. I also get frequent calls questioning the CFDA number for the projects so I added that information. While I do not anticipate that the requirements in Section I.J.1 will apply to you, the language required by federal law and must be included in all federally funded project agreements as of October 1, 2010. Please review the agreement and if approved, have all three copies signed. A Council resolution similar to the attached example must be passed. The certified resolution should then be placed as the last page in each of the three copies of the agreement. Please verify that the person/title authorized to sign as stated in the resolution, corresponds to the signature (person/title) on the signature page. Please return all three copies of the agreement to me for MnDOT signatures. A fully executed copy will be returned to you. If you have any questions or need any revisions, please feel free to contact me at 651.366.3822. Sincerely, 4,&CZWzdff.- Lynnette Roshell, PE Project Development Engineer Enclosures cc: Greg Coughlin DSAE File An Equal Opportunity Employer 0 0 0 - a t5 0 70 MnDOT Agreement No. 99883 STATE OF MINNESOTA AGENCY AGREEMENT BETWEEN DEPARTMENT OF TRANSPORTATION AND THE CITY OF COLUMBIA HEIGHTS FOR FEDERAL PARTICIPATION IN CONSTRUCTION This agreement is entered into by and between the City of Columbia Heights and the State of Minnesota acting through its Commissioner of Transportation ("MnDOT"), Pursuant to Minnesota Statutes Section 161.36, the City desires MnDOT to act as the City agent in accepting federal funds on the City behalf for the construction, improvement, or enhancement of transportation financed either in whole or in part by federal funds, hereinafter referred to as the"Project(s)"; and This agreement is intended to cover all federal aid projects initiated by the City and therefore has not specific State Project number tied to it, and The Catalog of Federal Domestic Assistance number or CFDA number is 20.205,and This agreement supersedes agreement number 94788 and; MnDOT requires that the terms and conditions of this agency be set forth in an agreement. THE PARTIES AGREE AS FOLLOWS: 1. DUTIES OF THE CITY A. DESIGNATION. The City designates MnDOT to act as its agent in accepting federal funds in its behalf made available for the Project(s). Details on the required processes and procedures are available on the State Aid Website B. STAFFING. 1. The City will furnish and assign a publicly employed licensed engineer, ("Project Engineer'), to be in responsible charge of the Project(s) and to supervise and direct the work to be performed under any construction contract let for the Project(s). In the alternative where the City elects to use a private consultant for construction engineering services, the City will provide a qualified, full-time public employee of the City, to be in responsible charge of the Project(s). The services of the City to be performed hereunder may not be assigned, sublet, or transferred unless the City is notified in writing by MnDOT that such action is permitted under 23 CFR 1.33 and 23 CFR 635.105 and state law. This written consent will in no way relieve the City (MnDOT Agreement No. 99883) Page 1 71 from its primary responsibility for performance of the work. 2. During the progress of the work on the Project(s), the City authorizes its Project Engineer to request in writing specific engineering and/or technical services from MnDOT, pursuant to Minnesota Statutes Section 961.39. Such services may be covered by other technical service agreements. If MnDOT furnishes the services requested, and if MnDOT requests reimbursement, then the City will promptly pay MnDOT to reimburse the state trunk highway fund for the full cost and expense of furnishing such services. The costs and expenses will include the current MnDOT labor additives and overhead rates, subject to adjustment based on actual direct costs that have been verified by audit. Provision of such services will not be deemed to make MnDOT a principal or co-principal with respect to the Project(s). C. LETTING. The City will prepare construction contracts in accordance with Minnesota law and applicable Federal laws and regulations. 9. The City will solicit bids after obtaining written notification from MnDOT that the Federal Highway Administration ("FHWA") has authorized the Project(s). Any Project(s) advertised prior to authorization will not be eligible for federal reimbursement. 2. The City will prepare the Proposal for Highway Construction for the construction contract, which will include all of the federal-aid provisions supplied by MnDOT. 3. The City will prepare and publish the bid solicitation for the Project(s) as required by state and federal laws. The City will include in the solicitation the required language for federal-aid construction contracts as supplied by MnDOT. The solicitation will state where the proposals, plans, and specifications are available for the inspection of prospective bidders, and where the City will receive the sealed bids. 4. The.City may not include other work in the construction contract for the authorized Project(s) without obtaining prior notification from MnDOT that such work is allowed by FHWA. Failure to obtain such notification may result in the loss of some or all of the federal funds for the Project(s). 5. The City will prepare and sell the plan and proposal packages and prepare and distribute any addendums, if needed. 6. The City will receive and open bids. 7. After the bids are opened, the City Council will consider the bids and will award the bid to the lowest responsible bidder, or reject all bids. If the construction contract contains a goal for Disadvantaged Business Enterprises, the City will not award the bid until it has received certification of the Disadvantaged Business Enterprise participation from the MnDOT Equal Employment Opportunity Office. D. CONTRACT ADMINISTRATION. (MnDOT Agreement No. 99883) Page 2 72 1. The City will prepare and execute a construction contract with the lowest responsible bidder, hereinafter referred to as the 'Contractor," in accordance with the special provisions and the latest edition of MnDOT's Standard Specifications for Construction and all amendments thereto. 2. The Project(s) will be constructed in accordance with plans, special provisions, and standard specifications of each Project. The standard specifications will be the latest edition of MnDOT Standard Specifications for Highway Construction, and all amendments thereto. The plans, special provisions, and standard specifications will be on file at the City Engineer`s Office. The plans, special provisions, and specifications are incorporated into this agreement by reference as though fully set forth herein. 3. The City will furnish the personnel, services, supplies, and equipment necessary to properly supervise, inspect, and document the work for the Project(s). The services of the City to be performed hereunder may not be assigned, sublet, or transferred unless the City is notified in writing by MnDOT that such action is permitted under 23 CFR 1.33 and 23 CFR 635.105 and state law. This written consent will in no way relieve the City from its primary responsibility for performance of the work. 4. The City will document quantities in accordance with the guidelines set forth in the Construction Section of the Electronic State Aid Manual that were in effect at the time the work was performed. 5. The City will test materials in accordance with the Schedule of Materials Control in effect at the time each Project was let. The City will notify MnDOT when work is in progress on the Project(s) that requires observation by the Independent Assurance Inspector as required by the Independent Assurance Schedule. 6. The City may make changes in the plans or the character of the work, as may be necessary to complete the Project(s), and may enter into supplemental agreement(s) with the Contractor. The City will not be reimbursed for any costs of any work performed under a supplemental agreement unless MnDOT has notified the City that the subject work is eligible for federal funds and sufficient federal funds are available. 7. The City will request approval from MnDOT for all costs in excess of the amount of federal funds previously approved for the Project(s) prior to incurring such costs. Failure to obtain such approval may result in such costs being disallowed for reimbursement. 8. The City will prepare reports, keep records, and perform work so as to enable MnDOT to collect the federal aid sought by the City. Required reports are listed in the MnDOT State Aid Manual, Delegated Contract Process Checklist, available from MnDOT's authorized representative. The City will retain all records and reports in accordance with MnDOT's record retention schedule for federal aid projects. 9. Upon completion of the Project(s), the Project Engineer will determine whether the work will be accepted. (MnDOT Agreement No. 49883) Page 3 73 E. PAYMENTS. 1. The entire cost of the Project(s) is to be paid from federal funds made available by the FHWA and by other funds provided by the City. The City will pay any part of the cost or expense of the Project(s) that is not paid by federal funds. 2. The City will prepare partial estimates in accordance with the terms of the construction contract for the Project(s). The Project Engineer will certify each partial estimate. Following certification of the partial estimate, the City will make partial payments to the Contractor in accordance with the terms of the construction contract for the Project(s). 3. Following certification of the partial estimate, the City may request reimbursement for costs eligible for federal funds. The City's request will be made to MnDOT and will include a copy of the certified partial estimate. 4. Upon completion of the Project(s), the City will prepare a final estimate in accordance with the terms of the construction contract for the Project(s). The Project Engineer will certify the final estimate. Following certification of the final estimate, the City will make the final payment to the Contractor in accordance with the terms of the construction contract for the Project(s). 5. Following certification of the final estimate, the City may request reimbursement for costs eligible for federal funds. The City's request will be made to MnDOT and will include a copy of the certified final estimate along with the required records. F. LIMITATIONS. 1. The City will comply with all applicable Federal, State, and local laws, ordinances, and regulations. 2. Nondiscrimination. It is the policy of the Federal Highway Administration and the State of Minnesota that no person in the United States will, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance (42 U.S.C. 2000d). Through expansion of the mandate for nondiscrimination in Title VI and through parallel legislation, the proscribed bases of discrimination include race, color, sex, national origin, age, and disability. In addition, the Title VI program has been extended to cover all programs, activities and services of an entity receiving Federal financial assistance, whether such programs and activities are Federally assisted or not. Even in the absence of prior discriminatory practice or usage, a recipient in administering a program or activity to which this part applies, is expected to take affirmative action to assure that no person is excluded from participation in, or is denied the benefits of, the program or activity on the grounds of race, color, national origin, sex, age, or disability. It is the responsibility of the City to carry out the above requirements. (MnDOT Agreement No. 99883) Page 4 74 3. Workers' Compensation. Any and all employees of the City or other persons while engaged in the performance of any work or services required or permitted by the City under this agreement will not be considered employees of MnDOT, and any and all claims that may arise under the Workers' Compensation Act of Minnesota on behalf of said employees, or other persons while so engaged, will in no way be the obligation or responsibility of MnDOT. The City will require proof of Workers' Compensation Insurance from any contractor and sub-contractor. 4. Utilities. The City will treat all public, private or cooperatively owned utility facilities which directly or indirectly serve the public and which occupy highway rights of way in conformance with 23 CFR 645 "Utilities" which is incorporated herein by reference. G. AUDIT. 1. The City will comply with the Single Audit Act of 1984 and Office of Management and Budget (OMB) circular A-133, which are incorporated herein by reference. 2. As provided under Minnesota Statutes Section 16C.05, subdivision 5, all books, records, documents, and accounting procedures and practices of the City are subject to examination by the United States Government, MnDOT, and either the Legislative Auditor or the State Auditor as appropriate, for a minimum of seven years. The City will be responsible for any costs associated with the performance of the audit. H. MAINTENANCE. The City assumes full responsibility for the operation and maintenance of any facility constructed or improved under this Agreement. I. CLAIMS. The City acknowledges that MnDOT is acting only as the City's agent for acceptance and disbursement of federal funds, and not as a principal or co- principal with respect to the Project. The City will pay any and all lawful claims arising out of or incidental to the Project including, without limitation, claims related to contractor selection (including the solicitation, evaluation, and acceptance or rejection of bids or proposals), acts or omissions in performing the Project work, and any ultra vires acts. The City will indemnify, defend (to the extent permitted by the Minnesota Attorney General), and hold MnDOT harmless from any claims or costs arising out of or incidental to the Project(s), including reasonable attorney fees incurred by MnDOT. The City's indemnification obligation extends to any actions related to the certification of DBE participation, even if such actions are recommended by MnDOT. J. Federal Funding Accountability and Transparency Act (FFATA). This Agreement requires the City to provide supplies and/or services that are funded in whole or in part by federal funds that are subject to FFATA. The City is responsible for ensuring that all applicable requirements, including but not limited to those set forth herein, of FFATA are met and that the City provides information to the MnDOT as required. 1. Reporting of Total Compensation of the City's Executives. (MnDOT Agreement No. 99883) Page 5 75 a. The City shall report the names and total compensation of each of its five most highly compensated executives for the City's preceding completed fiscal year, if in the City's preceding fiscal year it received: L 80 percent or more of the City's annual gross revenues from Federal procurement contracts and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and ii. $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts), and Federal financial assistance subject to the Transparency Act(and subawards); and iii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d)of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at httio://www.sec.gov/answers/exeGomp.htm.). Executive means officers, managing partners, or any other employees in management positions. b. Total compensation means the cash and noncash dollar value earned by the executive during the City's preceding fiscal year and includes the following (for more information see 17 CFR 229.402(c)(2)): i. Salary and bonus. ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount recognized for financial statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS 123R), Shared Based Payments. iii. Earnings for services under non-equity incentive plans. This does not include group life, health, hospitalization or medical reimbursement plans that do not discriminate in favor of executives, and are available generally to all salaried employees. iv. Change in pension value. This is the change in present value of defined benefit and actuarial pension plans. V. Above-market earnings on deferred compensation which is not tax qualified. vi. Other compensation, if the aggregate value of all such other compensation (e.g. severance, termination payments, value of life insurance paid on behalf of the employee, perquisites or property)for the executive exceeds$10,000. (MnDOT Agreement No. 99883) Page 6 76 2. The City must report executive total compensation described above to the MnDOT by the end of the month during which this agreement is awarded. 3. The City will obtain a Data Universal Numbering System(DUNS) number and maintain its DUNS number for the term of this agreement. This number shall be provided to MnDOT on the plan review checklist submitted with the plans for each project. More information about obtaining a DUNS Number can be found at: httn:!/fedqov.dnb.com/webform/ 4. The City's failure to comply with the above requirements is a material breach of this agreement for which the MnDOT may terminate this agreement for cause. The MnDOT will not be obligated to pay any outstanding invoice received from the City unless and until the City is in full compliance with the above requirements. II. DUTIES OF MnDOT. A. ACCEPTANCE. MnDOT accepts designation as Agent of the City for the receipt and disbursement of federal funds and will act in accordance herewith. B. PROJECT ACTIVITIES. 1. MnDOT will make the necessary requests to the FHWA for authorization to use federal funds for the Project(s), and for reimbursement of eligible costs pursuant to the terms of this agreement. 2. MnDOT will provide to the City copies of the required Federal-aid clauses to be included in the bid solicitation and will provide the required Federal-aid provisions to be included in the Proposal for Highway Construction. 3. MnDOT will review and certify the DBE participation and notify the City when certification is complete. If certification of DBE participation (or good faith efforts to achieve such participation) cannot be obtained, then City must decide whether to proceed with awarding the contract. Failure to obtain such certification will result in the project becoming ineligible for federal assistance, and the City must make up any shortfall. 4. MnDOT will provide the required labor postings. C. PAYMENTS. 1. MnDOT will receive the federal funds to be paid by the FHWA for the Project(s), pursuant to Minnesota Statutes§ 161.36, Subdivision 2. 2. MnDOT will reimburse the City, from said federal funds made available to each Project, for each partial payment request, subject to the availability and limits of those funds. 3. Upon completion of the Project(s), MnDOT will perform a final inspection and verify the federal and state eligibility of all the payment requests. If the Project is found to have been completed in accordance with the plans and (MnDOT Agreement No. 99883) Page 7 77 specifications, MnDOT will promptly release any remaining federal funds due the City for the Project(s). 4. In the event MnDOT does not obtain funding from the Minnesota Legislature or other funding source, or funding cannot be continued at a sufficient level to allow for the processing of the federal aid reimbursement requests, the City may continue the work with local funds only, until such time as MnDOT is able to process the federal aid reimbursement requests. D. AUTHORITY. MnDOT may withhold federal funds, where MnDOT or the FHWA determines that the Project(s) was not completed in compliance with federal requirements. E. INSPECTION. MnDOT, the FHWA, or duly authorized representatives of the state and federal government will have the right to audit, evaluate and monitor the work performed under this agreement. The City will make available all books, records, and documents pertaining to the work hereunder, for a minimum of seven years following the closing of the construction contract. Ill. TORT LIABILITY. Each party is responsible for its own acts and omissions and the results thereof to the extent authorized by law and will not be responsible for the acts and omissions of any others and the results thereof. The Minnesota Tort Claims Act, Minnesota Statutes Section 3.736, governs MnDOT liability. IV. ASSIGNMENT. Neither party will assign or transfer any rights or obligations under this agreement without prior written approval of the other party. V. AMENDMENTS. Any amend mentslsupplements to this Agreement will be in writing and executed by the same parties who executed the original agreement, or their successors in office. VI. AGREEMENT EFFECTIVE DATE. This agreement is effective upon execution by the appropriate State officials pursuant to Minnesota Statutes Section 16C.05. VII. CANCELLATION. This agreement may be canceled by the City or MnDOT at any time, with or without cause, upon ninety (90) days written notice to the other party. Such termination will not remove any unfulfilled financial obligations of the City as set forth in this Agreement. In the event of such a cancellation the City will be entitled to reimbursement for MnDOT-approved federally eligible expenses incurred for work satisfactorily performed on the Project to the date of cancellation subject to the terms of this agreement. VIII. DATA PRACTICES ACT. The parties will comply with the provisions of the Minnesota Government Data Practices Act (Minnesota Statutes chapter 13) as it applies to all data gathered, collected, created, or disseminated related to this Agreement. Remainder of this page left intentionally blank (WDOT Agreement No. 99883) Page 8 78 IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed intending to be bound thereby. CITY OF COLUMBIA HEIGHTS 2. DEPARTMENT OF TRANSPORTATION City certifies that the appropriate person(s) have executed the contract on behalf of the City as required by applicable articles, By: bylaws, resolutions or ordinances Title: Director By: State Aid for Local Transportation Title: Date: Date: 3. COMMISSIONER OF ADMINISTRATION By: By: Title: Date: Date: (MnDOT Agreement No. 99883) Page 9 79 CITY COUNCIL LETTER Meeting of November 14, 2011 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY Fire MANAGER NO: APPROVAL J rr� ITEM: Rental Housing BY: Gary Gorman BY/,,/, Licenses NO: DATE: November 7, 2011 DATE: Approval of attached list of rental housing applications. RECOMMENDED MOTION: Move to approve the items listed for rental housing license applications for November 14, 2011 in that they have met the requirements of the Property Maintenance Code. COUNCIL ACTION: 80 COLUMBIA HEIGHTS Print Rental Licenses to FIRE DEPARTMENT approve by CC inspection Division 825 41st Avenue N.E.-Columbia Heights,MN 55421-Ph:763-706-8156-Fax;763-706-8151 10007 4607 PIERCE ST NE Wang, Xie F11211 5321 Windsor Ave $ 150.00 100 Edina, MN 55436 10037 4528 MONROE ST NE Ali, Syed F11379 5211 6th Street NE $ 150.00 100 Columbia Heights, MN 55421 10043 4555 WASHINGTON ST NE Alarcon, Laura F11450 4546 Jefferson Street $ 150.00 100 Columbia Heights, MN 55421 10066 3971 JOHNSON ST NE Engles, Justin F11144 6021 Central Avenue N.E. $ 150.00 100 Fridley, MN 55432 10083 4000 WASHINGTON ST NE Professional Property Mgmt LLC F11451 PO BOX 583253 55458-3253 $ 150.00 1050 Minneapolis, MN 55458-3253 10093 4311 ROYCE ST NE Stauch, Leland F11446 1155 Khyber Lane N.E. $ 150.00 100 Columbia Heights, MN 55421 10101 3900 CLEVELAND ST NE 3900 Cleveland, LLC F11439 4908 W. 69th St. $ 150.00 1050 Edina, MN 55435 10113 4317 5TH ST NE McKenzie, Bruce F11434 4100 Spring St 204 $ 150.00 100 Spring Park, MN 55384-9662 10118 4205 JEFFERSON ST NE Magadance, Frank F11080 3300 Lee Ave N $ 150.00 100 Golden Valley, MN 55422 10133 4003 MAIN ST NE Dorko, Kenneth F11447 5072 Clearview St. NE $ 150.00 100 Fridley, MN 55421 10139 1011 41 ST AVE NE Byers, Constantina F11388 999 41 st Avenue N.E. Apt. #321 $ 150.00 100 Columbia Heights, MN 55421 10160 968 42ND AVE NE CEL Morton LLC F11343 1845 Stinson Parkway $ 150.00 1050 Minneapolis, MN 55418 11/07/2011 12:36 81 Page 1 „ COLUMBIA, HEIGHTS Print Rental Licenses to IRE DEPARTMENT approve by CC Inspection Division 825 41st Avenue N.E.-Columbia Heights,MN 55421-Ph:763-706-8156-Fax:763-706-8151 10193 3820 JACKSON ST NE Petelin, Michael F11316 1625 Garland Ln N. $ 150.00 100 Plymouth, MN 55447 10206 3801 BUCHANAN ST NE Kulzer, Ruth F11441 2316 S. Flickertail Drive $ 150.00 100 Fargo, ND 58103 10210 4453 7TH ST NE Brickner, Rick F11419 6230 Hwy 65 NE Sutie#103 $ 150.00 100 Fridley, MN 55432 10230 4038 2ND ST NE Reynolds, Jody F11423 6941 Glenview Lane $ 150.00 100 Lino Lakes, MN 55014 10301 1010 43 112 AVE NE Tungseth, Scott F11307 348 Amazon Ave $ 150.00 100 Cincinnati, OH 45220 10308 838 40TH AVE NE Sawochka, Linda F11432 3112 Memford Road $ 150.00 100 Brooklyn Center, MN 55430 10328 1070 GRANDVIEW CT NE Pederson, Krisanne F11370 7426 Ridgehill Road $ 150.00 100 Excelsior, MN 55331 10329 954 42ND AVE NE Farah, Abdiriashid F11433 954 42ND AVE NE $ 150.00 100 Columbia Heights, MN 55421 10334 4716 4TH ST NE Bella Homes LLC F11391 3712 48th Avenue S $ 150.00 1050 Minneapolis, MN 55407 10344 1070 GRANDVIEW CT NE Peterka, Erik F11357 9057 E. Mississippi Ave. #5-203 $ 150.00 100 Denver, CO 80247 10500 4349 5TH ST NE Anoka County Community Action Program F11158 1201 89th Avenue N.E. Ste. #345 $ 150.00 1050 Blaine, MN 55434 10502 3928 TYLER ST NE Anoka County Community Action Program F11158A 1201 89th Avenue N.E. Ste. #345 $ 150.00 1050 Blaine, MN 55434 11/07/2011 12:3r 82 Page 2 COLUMBIA HEI0HT3 Print Rental Licenses to FIR E DEPARTMENT approve by CC Inspection Division 825 41st Avenue N.E.-Columbia Heights,MN 55421 -Ph:763-706-8156-Fax:763-706-8151 12001 4002 RESERVOIR BLVD NE Huffman, Patrick F11414 4002 NE RESERVOIR BLVD $ 150.00 100 Columbia Heights, MN 55421 12013 5230 4TH ST NE Arcos-Martinez, Carlos F11475 5228 4th Street N.E. $ 150.00 100 Columbia Heights, MN 55421 12018 1093 POLK CIR NE Small, Stephanie F11445 1091 Polk Circle $ 150.00 100 Columbia Heights, MN 55421 12043-NC4456 WASHINGTON ST NE Powell, Sandra F11442 4456 NE WASHINGTON ST $ 150.00 100 Columbia Heights, MN 55421 12140 609 51ST AVE NE McQuarry, Thomas F11346 609 51 st Avenue $ 150.00 100 Columbia Heights, MN 55421 20050 4657 5TH ST NE Rowe, Bob F11311 14228 68th Place N. $ 150.00 100 Maple Grove, MN 55311 20060 4995 TYLER ST NE Majewski, John F11452 105 12th Avenue NW $ 150.00 100 New Brighton, MN 55112 20092 4351 WASHINGTON ST NE Maciaszek, Rose F11002 2882 Rice Creek Terrace $ 150.00 100 New Brighton, MN 55112 20110 4055 UNIVERSITY AVE NE Zezza, John F11420 1672 Wipholt Beach $ 150.00 100 Walker, MN 56484 20125 3728 PIERCE ST NE Fisher, Carolyn F11162 413 5th ST NW $ 150.00 100 St Michael, MN 55376-1041 20149 4519 TAYLOR ST NE American Medical Research, Inc. F11337 105 Lakeland Shores Road $ 150.00 1050 Lakeland, MN 55043 20153 1254 CIRCLE TERRACE BLVD NE Tohey, Jospeh F11353A 544 Summit Street N.E. $ 150.00 100 Columbia Heights, MN 55421 11/07/2011 12:36 83 Page 3 COLUMBIA HEIGHTS Print Rental Licenses to FIRE DEPARTMENT approve by CC Inspoction Division 825 41st Avenue N.E.-Columbia Heights,MN 55421-Ph:763-706-8156-Fax:763-706-8151 20162 966 44 1/2 AVE NE Ali, Mir F11365 2947 Bent Hill Drive $ 150.00 100 New Brighton, MN 55112 20164-NCt4000 HAYES ST NE Lysyj, Daria F11329 150 2ND Street N.E. Unit#514 $ 150.00 100 Minneapolis, MN 55413 20166 4247 2ND ST NE Pinnacle Point LLC F11227 11002 Oakwood Ln N. $ 150.00 1050 Champlin, MN 55316 20166 4247 2ND ST NE Jones, Todd F11227 11002 Oakwood Lane NE $ 150.00 100 Champlin, MN 55316 20174 212 42ND AVE NE Bluhm, Rory F10_921 2009 W. Broadway Avenue STE#400 $ 150.00 100 Forest Lake, MN 55025 20177 4533 WASHINGTON ST NE Miller, William F11306 14628 18th Ave Southwest $ 150.00 100 Seattle, WA 98166 20181 4654 WASHINGTON ST NE Washington Street Homeowners Assoc. LLC F1123A PO Box 32 $ 150.00 1050 New Richmond, WI 54017 20198 4530 WASHINGTON ST NE Swanson, Jeff F11431 9705 289th Ave NW $ 150.00 100 Zimmerman, MN 55398 20204 3742 3RD ST NE Schaff, Nelia F11367 1551 Woodside Court $ 150.00 100 Fridley, MN 55432 20261 1207 43 1/2 AVE NE Chen, Charles F11239 7142 Lydia Ln $ 150.00 100 Woodbury, MN 55125 20274 4427 MAIN ST NE Bartels, John F11457 4500 Hamline Ave N. $ 150.00 100 Arden Hills, MN 55112 20278 4518 FILLMORE ST NE Abdelhakim, Ahmed F11449 8220 5th St $ 150.00 100 Spring Lake Park, MN 55432 11,107/2011 12:36 84 Page 4 79) COLUMBIA HEIGHTS Print Rental Licenses to FIRE DEPARTMENT approve by CC Inspection Division 825 41st Avenue N.E.-Columbia Heights,MN 55421-Ph:763-706-8156-Fax:763-706-8151 20286 561 51ST AVE NE Witt& Sons Inc. F11477 353 South Owasso Blvd. $ 150.00 1050 Roseville, MN 55113 20387 3726 3RD ST NE Mounds Park Investment Partnership LLS F11309 2751 Hennepin So#251 $ 150.00 1050 Minneapolis, MN 55408 20391 3920 ULYSSES ST NE Schubilske, Timothy F11014 5730 Royal Oaks Dr $ 150.00 10o Shoreview, MN 55126 20420 4701 5TH ST NE Giese Roslyn Park, LLC F11289 9551 Marshall Rd. $ 150.00 1050 Eden Prairie, MN 55347 30009 4301 3RD ST NE MBP, LLC F11453 11102 Aberdeen St. N.E. Unit#D $ 160.00 1050 Blaine, MN 55449 30030 647 37TH AVE NE Michigan Rentals, LLC F11308 6652 Pinnacle Dr $266.00 1050 Eden Prairie, MN 55346 30035 228 40TH AVE NE Mikulak, Robert F11375 8241 Riverview Terrace $234.00 100 Fridley, MN 55432 30108 3746 STINSON BLVD NE Modell, Paul F11424 3441 Shore Drive $356.00 100 Excelsior, MN 55331 Total#of Licenses 5 6 11/07/2011 12:36 85 Page 5 CITY COUNCIL LETTER Meeting of November 14, 2011 AGENDA SECTION: CONSENT ORIGINATING DEPT.: CITY MANAGER NO: License Department APPROVAL ITEM: Business License Agenda BY: Shelley Hanson DATE: NO: DATE: November 8, 2011 BY:} 74 lf�J BACKGROUND/ANALYSIS Attached is the business license agenda for the November 14, 2011 Council meeting. This agenda consists of applications for Contractor licenses for 2011-12, and the renewal of various business 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 information cannot be released to the public. RECOMMENDED MOTION: Move to approve the items as listed on the business license agenda for November 14, 2011 as presented. COUNCIL ACTION: 86 TO CITY COUNCIL November 14, 2011 *Signed Waiver Form Accompanied Application CONTRACTOR'S LICENSES -2011 BLDG Aspen Air 308 SW 15d' St#25, Forest Lake $60 Hi_tech Htg&AC 10035 Pillsbury Ave S, Bloomington $60 *Southside Htg&AC 10800 Normandale Blvd, Bloomington $60 CONTRACTOR'S LICENSES—2012 BLDG *Riccar Heating 2387 Station Pkwy, Andover $60 *Corporate Mechanical 5114 Hillsboro Ave N,New Hope $60 SPS Industries 69 Empire Dr, St Paul, MN 55103 $60 *Allways Plumbing 14667 Chestnut Rd,Milaca $60 *Gilpin Plumbing 3212 d St, Jordan $60 FUEL DISPENSING DEVICES-2012 Lowells Auto 4457 University Ave, Col. Hts. $100 CIGARETTE SALES-2012 Holiday Station Store 4259 Central Avenue NE, Col. Hts $300 SMOKE SHOP *Sarah's Tobacco 4329 Central Avenue, Col. Hts. $300 GAMES OF SKILL-2012 American Amusements For Star Bar Location 4005 Central $225 87 CITY OF COLUMBIA HEIGHTS FINANCE DEPARTMENT COUNCIL MEETING OF: November 14, 2011 . STATE OF MINNESOTA COUNTY OF ANOKA CITY OF COLUMBIA HEIGHTS Motion: Move that in accordance with Minnesota Statute 412.271, subd. 8 the City Council has received the list of claims paid covering check number 141026 through 141273 in the amount of$ 1,165,539.70 . 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P+ HHG+ W 0 HpUZ Q C7 x ari 0.1 I I..� HXF:4E-4 I � a, �Caaar.4P4F p4 m UI-? � Pq � W � I z Z FC H i Q I W FC FC FC 9 z U W G4 Grr�44C H PQ H FC FC W W [4UHW HHHcgH 14WEn 0fx ffi P: W x W UriW U I W Ha wHwHHHH W W W pap W HOHp >C 04 W U zzr-I 9 r� w I Z X 4 a E-1 qul HP404P4wwxH3w0aHZWZWW a �0 U W WOQHH4OpF99 ;D9HrW WHHrwz0za a H W Q I 0U W ci) Ua MUUU04 U [r4 R: M W09UHUHw C4 Z I\ I w x a a F-4 0) �aA a o U)\ I H H d' N L!)O H H H O m F UH o00HNd w L- L,O H H H H N M O 0000 Ln O N OD OD W O O F� r-I N N I HNNNNNNN M a' d' [N d' dl d' d' w w w �o to LO L- r CO m o H CQ 417 I CO H CITY COUNCIL LETTER Meeting of. November 14, 2011 AGENDA SECTION: CONSENT ORIGINATING CITY MANAGER DEPARTMENT: NO: PUBLIC WORKS ITEM: ADOPT RESOLUTION 2011-130 BY: K. Hansen BY: �� ACCEPTING THE FEASIBILITY REPORT FOR DATE: 11/9/2011 DATE: ZONE 6 STREET SEAL COAT AND ORDERING THE PUBLIC IMPROVEMENT HEARING, CITY PROJECT NO. 1201 Background: Staff has developed preliminary plans and prepared a Feasibility Report for Zone 6 of the Annual Seal Coat Program. The seal coat area is located between University Avenue Service Drive and Central Avenue from 40th Avenue to 44th Avenue. In accordance with the Street Rehabilitation Policy, Zone 6 streets that were rehabilitated in 2002 and 2003 are being seal coated at the City's cost(City pays for first seal coat). Streets included in the 2011 Street Rehabilitation program will not be seal coated until the next rehab cycle. The map included with the Feasibility Report displays the streets proposed for Seal Coat and the funding source. Analysis/Conclusions: The seal coat program helps preserve and maintain existing bituminous streets in good driving condition. Particular issues are summarized below: 1. Assessment Methodology: The Seal Coating project will be assessed on a Street and Avenue parcel basis. Avenue assessments are one- third of the street rate extending one-half block in either direction of the Avenue. This assumes that all parcels benefit equally for the strategy in front of their property or abutting it, in the case of the Avenue. The estimated unit cost assessment is $297 per Street parcel and $99 per Avenue parcel. 2.Financing: The estimated construction cost is $125,200. 100%of the seal coat construction cost is assessed to property owners, or City funded for the first rehab cycle following rehabilitation. 3. Past Assessments: In Zone 6, the property owners on 4th Street and 6th Street have had a street or avenue assessment for mill and overlay on 4th Street from 42nd Avenue to 44th Avenue(2011) and for street reconstruction on 6th Street from 40th Avenue to 44th Avenue(2011). The majority of these property owners will receive an avenue assessment for seal coat on 41St Avenue, 42nd Avenue or 43rd Avenue. 4. Meeting dates: Staff is recommending the public improvement hearing be scheduled preceding the Zone 7 Street Rehabilitation Hearing on January 18, 2012 or an alternate date of January 31, 2012. The bidding process will be administered by the City of Coon Rapids as part of a multi-City JPA for various street maintenance activities. 98 CITY COUNCIL LETTER Meeting of: November 14, 2011 AGENDA SECTION: CONSENT ORIGINATING CITY MANAGER DEPARTMENT: NO: PUBLIC WORKS ITEM: ADOPT RESOLUTION 2011-130 BY: K. Hansen BY: ACCEPTING THE FEASIBILITY REPORT FOR DATE: 11/9/2011 DATE: ZONE 6 STREET SEAL COAT AND ORDERING THE PUBLIC IMPROVEMENT HEARING, CITY PROJECT NO. 1201 Page 2 Recommended Motion: Move to waive the reading of Resolution 2011-130, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution 2011-130, being a resolution accepting the feasibility report for Zone 6 Street Seal Coat, City Project No. 1201, and ordering the Public Improvement Hearing beginning at 6:30 p.m. on January 18, 2012. Alternate Recommended Motion: Move to adopt Resolution 2011-130, being a resolution accepting the feasibility report for Zone 6 Street Seal Coat City Project No. 1201 and ordering the Public Improvement Hearing beginning at 6:30 p.m. on January 31, 2012. Attachment(s): Resolution 2011-130 Feasibility Report Seal Coat Area Map KH:ky COUNCIL ACTION: 99 RESOLUTION 2011-130 BEING A RESOLUTION ACCEPTING THE FEASIBILITY REPORT FOR ZONE 6 STREET SEAL COAT AND ORDERING THE PUBLIC IMPROVEMENT HEARING CITY PROJECT NO. 1201 WHEREAS, the City Council has adopted a Street Rehabilitation Program which divides the City into seven zones, and WHEREAS,pursuant to Resolution 2011-093, a report has been prepared by the City Engineer with reference to the Zone 6 Street Seal Coating Program, and WHEREAS, Zone 6 is bounded by University Avenue and Central Avenue, from 40t''Avenue to 44th Avenue, and WHEREAS,the report provides information regarding whether the proposed project is feasible, necessary and cost effective, and Said report is hereby received by the City Council of Columbia Heights on November 14, 2011. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS,MINNESOTA 1. The Council will consider the improvement of such streets in accordance with the report and the assessment of abutting or benefited property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of$125,200. 2. A public hearing shall be held on such proposed improvement on the day of January, 2012, in the City Council Chambers at 590 40'h Avenue N.E. at 6:30 P.M. and the City Clerk shall give mailed and published notice of such hearing and improvement as required by law. Passed this 14a'day of November, 2011. Offered by: CITY OF COLUMBIA HEIGHTS Seconded by: Roll Call: Mayor Gary L. Peterson Attest: Patricia Muscovitz, CMC City Clerk 100 J City of Columbia Heights FEASIBILITY REPORT FOR 2012 STREET REHABILITATION SEAL COAT IMPROVEMENTS CITY PROJECT 1201 NOVEMBER, 2011 ENGINEERING DEPARTMENT 63738 1h Avenue NE, Columbia Heights, MN 55421 763-706-3700 0'• 763-706-3701 (Fax) BITUMINOUS SEAL COAT IMPROVEMENTS 101 ZONE 6 COLUMBIA HEIGHTS, MINNESOTA PROJECT NUMBER 1201 LOCATION: The following local bituminous streets in Zone 6 are included: 5th Street 40th Avenue to 44th Avenue Jackson Street 40th Avenue to 41 St Avenue 41St Avenue 4th Street to Central Avenue 42nd Avenue University Service Drive to Central Avenue 43rd Avenue 4th Street to Central Avenue This feasibility study includes an analysis of proposed bituminous street patching and repair, and seal coat. IMPROVEMENTS: Repair of Concrete Curb and Gutter, Patching and Seal Coat of Street Surface. INITIATION: City Council, as part of an ongoing bituminous street preservation strategy. OWNERS The location of each street is described below and shown on the attached BENEFITTING: map. The total number of assessed parcels is 907. OWNERS I. 5th Street 40th Avenue to 44th Avenue (110) ABUTTING 2. Jackson Street 40th Avenue to 41 St Avenue (6) OR 3. 41 St Avenue 4th Street to Central Avenue (246) IMPACTED: 4. 42nd Avenue University Service Drive to Central Avenue (285) 5. 43rd Avenue 4th Street to Central Avenue (260) ISSUES: The City Council identified the need to preserve and maintain the existing bituminous streets and extends the life of the pavement in good driving condition. FEASIBILITY: The improvement as proposed is necessary, cost-effective, and technically feasible. The project is recommended as proposed in the study. The improvements, once completed, will be a benefit to the properties served. SCHEDULE: Construction is scheduled to begin in the spring of 2012, with substantial completion occurring in late summer. The seal coat contract is administered by the City of Coon Rapids under a joint powers agreement with several north-metro cities. 2 102 Council accepts Feasibility Report and orders Public Improvement Hearing Nov 14,2011 Public Improvement Hearing and Council orders Public Improvement Project Jan 18,2012 or Jan 31,2012 Bid Opening for Seal Coating(City of Coon Rapids) February,2012 Columbia Heights Council Concurs with Bids March,2012 Coon Rapids' Council Awards Contract April,2012 Begin Construction—Bituminous Repairs(Force Account) May,2012 Begin Construction—Seal Coat(Project-wide) June/July,2012 Construction Completed(Project-wide) August 31,2012 FINANCING: The estimated cost for Seal Coating is$125,200 (construction cost only). ASSESSMENT: The Seal Coating project for those street listed above will be 100% assessed on a Street and Avenue parcel basis. Avenue assessments are 1/3 of the street rate extending %2 block in either direction of the Avenue. This assumes that all parcels benefit equally for the strategy in front of their property or abutting it, in the case of the Avenue. The estimated unit cost assessment is $297.00. DESCRIPTION OF WORK INVOLVED: • Public Works Staff—provides bituminous street repairs and patching throughout the Seal Coat project zone. Includes cutting and removal of deficient segments of street section, milling of larger areas of deficient bituminous areas, and patching or paving with new bituminous. • Concrete curb and gutter repairs—provide repairs to short segments of curb &gutter due to damage or joint separation which impedes gutter flow. • Application of Seal Coat(emulsion and cover aggregate)—Application of emulsion by computer controlled mechanical sprayers immediately followed by spreading FA-2 or FA-2 modified granite or trap rock as a cover aggregate. The road surface is finished by rolling with a tire-based roller for proper aggregate penetration and distribution. 2012 IMPROVEMENT PROGRAM COLUMBIA HEIGHTS,MINNESOTA ESTIMATED ASSESSMENTS—PROJECT 1201 ZONE 6 STREET SEAL COATING PROGRAM (Section 35, T30N,R24W) Seal Coating: Estimated Cost $125,200. Estimated Cost per Parcel Street: $ 297.00 Avenue: $ 99.00 3 103 • • CO LLI • . LLI LL z • . • 0 w : . 1 09 1�1111��1119 0f� I11�011�1111�111� �Illllllll�lllllll Ill 1� 11�����1�1�11 111111111011 llllllllllll Illlllll . • ��A � ® ���BID li®������� 911111111111 ® �® �� llllllll all 11111111112 lllllllllllll ����� IM-A 11111111111111 Illllllll®111 1111111111®� ® a ®� 01111111111 13130111331 1111111111111 llllalmllm m 1�1 a 11111111 111111111111 ,13331313330 rN 111 ®111�11� 11®l1®11111 �������� Illllllllllm �® ®11111®l 1111 9llllll l l 11111111110 333 �� ®�����1���1 ll�lllll®lull 111�111111111 111111111 .. llllllllllflll .11l®llllllllll .Ill MIND � � ® �.. 1331331 IM331331311 llll 111®llllllllll lllllllllllllll Illlllllllllll IlllllllllHUM m Illl Illlll®lll�ll Illllllll1119 111®lllll�ll9 11®llllllll®, ®,'� ��® CITY COUNCIL LETTER Meeting of November 14, 2011 AGENDA SECTION: CONSENT ORIGINATING CITY MANAGER DEPARTMENT: PUBLIC WORKS ITEM:ADOPT RESOLUTION 2011-131 BY: K. Hansen BY: G ACCEPTING THE FEASIBILITY REPORT FOR DATE: 11/9/11 DATE: ZONE 7 STREET REHABILITATION AND ORDERING THE PUBLIC IMPROVEMENT HEARING,CITY PROJECT NO. 1202 Background: Staff has developed preliminary plans and prepared the Feasibility Report for Zone 7 of the Annual Street Rehabilitation Program. West of TH 47,Zone 7 is bounded by California/Main Street on the west,University Avenue (TH 47)on the east,45"'Avenue on the north,and 37t1i Avenue on the south; East of TH 47,Zone 7 is bounded by University Avenue(TH 47)on the west,Central Avenue(TH 65)on the east,401''Avenue on the north and 3711' Avenue on the south. In addition,4t" Street from 40d Avenue to 42°d Avenue was added to Zone 7. Previously,Zone 6 was divided into 2 project years due to the scope of the reconstruction work. Analysis/Conclusions: Attached is the Feasibility Report that details the scope of work for Street Rehabilitation in Zone 7. Particular issues are summarized below: 1. Rehabilitation Strategies: Three treatment strategies are utilized in the street rehabilitation program:mill and overlay,partial reconstruction, and full reconstruction. In Zone 7,full reconstruction and mill and overlay is proposed for the streets identified on the attached area map.A fourth strategy, seal coating,is addressed under separate engineering reports when seal coating work is proposed. Staff utilizes three methods in evaluating the condition of the street and determining appropriate treatment: 1. Present physical structure(cross-section): Each street within Zone 7 has been excavated down to the sub-base material and the individual street segment cross-sections are catalogued. 2. Non-destructive strength determination and condition rating: Braun Intertec,a geo-technical engineering consultant, conducted tests on all streets at 50-foot intervals with a dropping weight deflection test. From this,the strength of the road segment is determined. Braun also develops their own pavement conditions index. 3. Overall Condition Index(OCI): Staff also reviews each street segment by measuring the type and quantity of each type of cracking in the pavement. This information along with other factors such as drainage and physical structure is used to determine an"overall condition index". An OCI of 70 or greater suggests seal coat is the appropriate treatment. An OCI between 69 and 55 reflects that the bituminous pavement is showing signs of significant deterioration and a mill and overlay is required to strengthen the pavement. An OCI of less than 55 suggests the best course of action is to reconstruct the street,typically because both the pavement and the base under the pavement are failing. The need for full or partial reconstruction depends on the condition of the curb and gutter. The results are then used to determine the appropriate treatment to maximize the life of the street. 2. Utilities Replacement: Utilities have been reviewed in Zone 7. Staff utilized structure inspections,televising,history of water main breaks, age of water main and services,leakage testing(independent testing),and previous engineering reports in determining utility recommendations. Only minor water main and sanitary sewer utility work is proposed. Undersized storm sewer pipe and structure replacements/repairs are also proposed. 105 CITY COUNCIL LETTER Meeting of: November 14. 2011 AGENDA SECTION: CONSENT ORIGINATING CITY MANAGER DEPARTMENT: PUBLIC WORKS ITEM: ADOPT RESOLUTION 2011-131 BY: K. Hansen BY: ACCEPTING THE FEASIBILITY REPORT FOR DATE: 11/9/11 DATE: ZONE 7 STREET REHABILITATION AND ORDERING THE PUBLIC IMPROVEMENT HEARING,CITY PROJECT NO. 1202 Continued—Page 2 3. Assessment Methodology: Street Rehabilitation in Phase 1,Zones 1,2 and 3 all followed the previous assessment policies for each area.Under the 1999 Alley Construction Program and in subsequent Zones, a"unit"assessment methodology was employed rather than using a"front foot"rate basis. The area of Columbia Heights west of Central Avenue is essentially a block type development pattern with streets and avenues. The existing assessment policy for this area would involve"street" assessments and"avenue"assessments. The"street"frontage(typical front of property or where driveway access is) would pay a particular rate for the full frontage for that type of treatment(mill and overlay or full reconstruction,for example)used on that street. That same parcel would pay a reduced rate for the avenue for the full frontage. 4. Scope of Work: Streets that were rehabbed in 2004 and 2006 would receive a seal coat at no cost to the property owner following the Program Policy. The cost sharing policy provides a 50150 cost share for full reconstruction streets,and 85/15 for mill and overlay. 5. Financing: Street Rehabilitation Zone 7: The estimated construction costs are as follows: 1. Full street reconstruction: $256,800 2. Mill&Overlay construction: $ 108,300 3. Utilities: $ ** Project funding is proposed as follows: Assessments: $275,800 Infrastructure Fund: $ 125,900 Sanitary Sewer Fund: $ ** Water Construction Fund: $ ** Storm Sewer Fund: $ ** The costs and associated funding for utility work(**)will be further developed during the final design. 6. Past Assessments: In Zone 7,some properties have had a street or avenue assessment for mill and overlay on 42nd Avenue from 2nd Street to 3`d Street(2006)and University Avenue Service Drive from 40t'Avenue to 45"'Avenue(2008). 7. Concurrent Projects: None. 106 CITY COUNCIL LETTER Meeting of: November- 14, 2011 AGENDA SECTION: CONSENT ORIGINATING CITY MANAGER DEPARTMENT: PUBLIC WORKS ITEM:ADOPT RESOLUTION 2011-131 BY: K. Hansen BY: ACCEPTING THE FEASIBILITY REPORT FOR DATE: 11/9/11 DATE: ZONE 7 STREET REHABILITATION AND ORDERING THE PUBLIC IMPROVEMENT HEARING,CITY PROJECT NO. 1202 Continued—Page 3 8. Utility Issues: The report does provide deficiencies in several manholes/catch basins in Zones 7 and minor pipe replacement. Staff is recommending replacement of structures due to deteriorated block or brick construction and replacement of 10"storm sewer that is vitrified clay pipe. 9. Meeting Dates: Staff has established the following meeting dates: Resident Informational: January 5,2012 Public Hearing: Wednesday,January 18,2012 (recommended) Or an alternate date of Tuesday,January 31,2012 Recommended Motion: Move to waive the reading of Resolution 2011-131,there being ample copies available for the public. Recommended Motion: Move to adopt Resolution 2011-131,being a resolution accepting the Feasibility Report for Zone 7 Street Rehabilitation,City Project No. 1202,and ordering the Public Improvement Hearing beginning at 6:45 p.m. on January 18,2012. Alternate Recommended Motion: Move to adopt Resolution 2011-131,being a resolution accepting the Feasibility Report for Zone 7 Street Rehabilitation,City Project No. 1202,and ordering the Public Improvement Hearing beginning at 6:45 p.m. on January 31,2012. KH:ky Attachments: Resolution 2011-131 Feasibility Report Map COUNCIL ACTION: 107 RESOLUTION 2011-131 BEING A RESOLUTION ACCEPTING THE FEASIBILITY REPORT FOR ZONE 7 STREET REHABILITATION AND ORDERING THE PUBLIC IMPROVEMENT HEARING, CITY PROJECT NO. 1202 WHEREAS, the City Council has adopted a Street Rehabilitation Program which divides the City into seven zones, and WHEREAS,pursuant to Resolution No. 2011-092, a report has been prepared by the City Engineer with reference to the Zone 7 area of the Street Rehabilitation Program, and WHEREAS,Zone 7 is bounded by California Street/Main Street and University Avenue from 37th Avenue to 45th Avenue and University Avenue and Central Avenue from 37th Avenue to 40th Avenue, and WHEREAS,the report provides information regarding whether the proposed project is feasible, necessary and cost-effective, and Said report is hereby received by the City Council of Columbia Heights on November 14, 2011. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA 1. The Council will consider the improvement of such streets in accordance with the report and the assessment of abutting or benefited property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of$401,700.00. 2. A public hearing shall be held on such proposed improvement on the day of January, 2012, in the City Council Chambers at 590 40"'Avenue N.E. at 6:45 P.M. and the City Clerk shall give mailed and published notice of such hearing and improvement as required by law. Passed this 14th day of November, 2011. Offered by: CITY OF COLUMBIA HEIGHTS Seconded by: Roll Call: Mayor Gary L. Peterson Attest: Patricia Muscovitz, CMC City Clerk 108 City of Columbia Heights FEASIBILITY REPORT FOR 2012 STREET REHABILITATION IMPROVEMENTS: Zone 7 CITY PROJECT 1202 NOVEMBER, 2011 ENGINEERING DEPARTMENT 637 38th Avenue NE, Columbia Heights, MN 55421 763-706-3700 763-706-3701 (Fax) 109 STREET REHABILITATION IMPROVEMENTS COLUMBIA HEIGHTS, MINNESOTA ZONE 7 PROJECT NUMBER 1202 LOCATION: ZONE 7—AREA BOUNDED BY CALIFORNIA STREET/MAIN STREET TO UNIVERSITY AVENUE 37TH AVENUE TO 45TH AVENUE, AND UNIVERSITY AVENUE TO CENTRAL AVENUE, 37TH AVENUE TO 40TH AVENUE, PLUS 4TH STREET, 40TH AVENUE TO 42N-D AVENUE This feasibility study includes an analysis of proposed street rehabilitation within Zone 7. Zone 7 was amended in 2010 to include 4th Street from 40th Avenue to 42nd Avenue. IMPROVEMENTS: Full Street Reconstruction— Concrete curb and gutter, granular sub-base if needed, new aggregate base and new bituminous surfacing. Mill and Overlay- Random curb and gutter replacement as required, and new 2" bituminous surface. Utility Construction— Water main replacement/repairs as required to maintain the distribution system. Sanitary sewer replacements/repairs as required to maintain the collection system. Storm sewer replacements/repairs as required to improve or maintain the collection system. INITIATION: City Council in accordance with the Street Rehabilitation Policy. OWNERS Full Reconstruction ABUTTING 1. 4th Street, 40th Avenue to 42nd Avenue (39) OR IMPACTED: Mill and Overlay 1. 3rd Street, 42nd Avenue to 44th Avenue (33) 2. Summit Street, 5th Street to 40th Avenue (18) ISSUES: The following is a study of the key project issues. Street Reconstruction The proposed roadway would consist of a two lane bituminous cross section with concrete curb and gutter. The roadway width would generally match the existing street width. Mill and Overlay The proposed construction would consist of milling off 1" of bituminous pavement across the entire street surface and paving a new 1%4"(gutter)to 2" (centerline)bituminous mat. Existing concrete curb and gutter would be preserved except for sections with poor drainage. Driveway openings with drive- over curbs will be removed and replaced on a lineal foot cost at the request of property owners. lid Utilities No major water main, sanitary sewer or storm sewer replacement is proposed in Zone 7. For the storm sewer system, staff is proposing to replace undersized pipe and structure replacement/repair where existing structures are deteriorated. Roadway construction will include minor modifications to existing water main, sanitary and storm sewer utility surface structures in order to meet proposed finish grades. Sidewalk City staff recommends hazardous sidewalk within all of Zone 7 be replaced as part of the project. The criteria for hazardous sidewalk is defined in the City's policy. The cost is approximately$8,360, spread over 40 properties. The cost per single family property ranges from$100 to $600. The majority of the sidewalk replacement is not adjacent to streets included in the 2012 Street Rehabilitation program. Staff recommends the cost for hazardous sidewalk replacement be absorbed by the Infrastructure fund. FEASIBILITY: The proposed improvement project is necessary to provide consistency with the street rehabilitation policy, cost-effective with the inclusion of partial city funding, and technically feasible as prescribed in the construction recommendations found elsewhere in this report. The project and project elements should be implemented as proposed in this study. The improvements, once completed, will provide a benefit to the properties served. SCHEDULE: Construction is scheduled to begin in late spring of 2012, with substantial completion occurring in the summer of 2012. Council receives Feasibility Report and orders Public Improvement Hearing Nov 14,2011 Public Informational meeting prior to Public Improvement Hearing Jan 5,2012 Public Improvement Hearing and Council orders Public Improvement Project Jan 18,2012 or Jan 31,2012 Council Approves Plans and Specifications,Authorizes Advertisement for Bids Feb 13,2012 Bid Opening Mar 6,2012 Council Awards Contract Mar 12,2012 Begin Construction May 14,2012 Construction Completed June 29,2012 FINANCING: Financing would be a combination of assessments to benefitted properties, infrastructure fund including Municipal State Aid funds (population apportionment), and utility funds. The estimated construction costs for each option are as follows: Type of Construction Proposed Assessments Infrastructure Fund Full Reconstruction $ 165,500. $ 117,000. Mill and Overlay $ 110,300. $ 8,900. Engineering and Administration $ 36,500. The assessments reflect a flat fee of 10% of the construction cost included in the 3 111 amount to assess for a portion of the Engineering and Administration costs. Percentages proposed to be assessed for street rehabilitation are consistent with the policy followed under each of the prior street rehabilitation zones. Utility work performed as part of the Zone 7 project will be paid for from the appropriate utility fund. Proposed sidewalk repair is not included in the infrastructure fund amount shown above. ASSESSMENT: Assessments will be in accordance with the City's Street Rehabilitation Ordinance and past practice. Assessments can be based on a per foot basis or a parcel basis. Following the other Zones assessment policies, assessments would be on a Street and Avenue parcel basis. A Street assessment would be at the developed rate for the particular rehab strategy while Avenue assessments would be at approximately 1/3 of the street rate extending %2 block in either direction of the Avenue. This assumes that all parcels benefit equally for the strategy in front of their property or abutting it, in the case of the Avenue. 2012 IMPROVEMENT PROGRAM COLUMBIA HEIGHTS, MINNESOTA ESTIMATED ASSESSMENTS -PROJECT NO. 1202 ZONE 7 STREET REHABILITATION PROGRAM (Section 35,T30N,R24V) I. RECONSTRUCTION Estimated Cost: $ 282,500. Assessable Construction Cost: $ 165,500 Estimated Assessed Cost per Parcel Residential Street: $ 3,249. Residential Avenue: $ 1,083. II. MILL AND OVERLAY Estimated Cost: $ 119,200. Assessable Construction Cost: $ 110,300. 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