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HomeMy WebLinkAbout03/24/2014 Regular MeetingCITY OF COLUMBIA HEIGHTS Mayor 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- heiehts.mn.us Robert A. Williams Bruce Nawrocki Tammera Diehm Donna Schmitt City Manaeer Walter R. Fehst The following is the agenda for the regular meeting of the City Council to be held at 7:00 PM on Monday, March 24, 2014 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia eights, MN. The City of o um is Heights does not lscnmmate on the basis of isa i ity 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 1. CALL TO ORDER 2. APPOINT SECRETARY PRO TEM MOTION: Move to appoint Carole Blowers as Secretary Pro Tem. 3. ROLL CALL 4. INVOCATION Invocation by Pastor Max Richter, Community United Methodist Church. 5. PLEDGE OF ALLEGIANCE 6. 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.) 7. PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS GUESTS A. Proclamation: April 2014 is National Donate Life Month p 8. CONSENT AGENDA (These items are considered to be routine by the City Council and will be enacted as part of the Consent Agenda by one motion. Items removed from consent agenda approval will be taken up as the next order of business.) A. Approve Minutes of the City Council. MOTION: Move to approve the minutes of the City Council meeting of March 10, 2014. P • 8 MOTION: Move to approve the Public Hearing (Alley) minutes of the City Council meeting of March 3, 2014. P. 15 MOTION: Move to approve the Public Hearing (State Aid Streets) minutes of the City Council meeting of March 3, 2014. P. 19 B. Accept Board and Commission Meeting Minutes p . 2 4 MOTION: Move to accept the minutes of the February 5, 2014, Library Board. MOTION: Move to accept the minutes of the January 16, 2014, Charter Commission. p. 26 3 City Council Agenda Monday, March 24, 2014 Page 2 of 4 C. Award Of Professional En ing eering Services for the Chatham Road Sanitary Sewer Lift Station, p. 28 Municipal Project No. 1214 MOTION: Move to award the Chatham Road Sanitary Sewer Lift Station Improvements, Municipal Project No. 1214, to the consulting engineering firm of BDM -MSA based up their qualified, responsible proposal for a cost not -to- exceed $62,142 appropriated from Fund 652 -51214 -3050. D. Approve Emerald Ash Borer Management Plan (EABMP) p. 36 MOTION: Move to approve the Emerald Ash Borer Management Plan (EABMP) and authorize staff to obtain informal quotes for 2014 ash tree treatments. E. Approve Change Order No. 1 for 2013 Concrete Street Rehabilitation, Project No. 1302 p. 59 MOTION: Move to authorize Contract Change Order No. 1 for City Project No. 1302 to Interstate Improvement, Inc. of Faribault, Minnesota in the amount of $68,883.06 for a new contract amount of $770,242.56. F. Final Payment for Commercial Water Meter Program, Project 1309 p. 61 MOTION: Move to accept the work for Commercial Water Meter Replacement Program, City Project No. 1309, and authorize final payment of $17,714.00 to Ferguson Waterworks, Inc. of Blaine MN. G. Final Compensating Change Order and Authorize Final Payment for Miscellaneous Concrete Project No. 1300 p. 62 MOTION: Move to approve the final compensating change order and accept the work for 2013 Miscellaneous Concrete Repairs and Installations, City Project No. 1300, and authorize final payment of $2,048.94 to Ron Kassa Construction, Inc. of Elko, Minnesota. H. 2014 Agreement for Residential Recycling Program with Anoka County (Annual Score Grant) p. 65 MOTION: Move to authorize the Mayor and City Manager to execute the annual SCORE Agreement for Residential Recycling Program with Anoka County to provide cooperation between the City and the County in the implementation of the Residential Recycling Program and with funding available up to $85,006 as reimbursement for eligible expenses. I. Adopt Resolution 2014 -17 Approving Plans and Specifications and Ordering Advertisement for Bids for 2014 Concrete Alley Construction p. 75 MOTION: Move to waive the reading of Resolution 2014 -17, there being ample copies available to the public. MOTION: Move to adopt Resolution 2014 -17 approving Plans and Specifications and ordering Advertisement for Bids for 2014 Concrete Alley Construction, City Project Number 1402. Adopt Resolution 2014 -18 Approving Plans and Specifications and Ordering Advertisement for Bids for 2014 State Aid Street Rehabilitation p. 77 MOTION: Move to waive the reading of Resolution 2014 -18, there being ample copies available to the public. MOTION: Move to adopt Resolution 2014 -18 approving Plans and Specifications and ordering Advertisement for Bids for 2014 State Aid Street Rehabilitation, City Project Number 1405. 4 City Council Agenda Monday, March 24, 2014 Page 3 of 4 K. Resolution 2014 -19 Declaring the Intent to Bond for the Alley Construction Program Project 1402 and for State Aid Street Rehabilitation Program, Project No. 1405 p. 79 MOTION: Move to waive the reading of Resolution 2014 -19, there being ample copies available to the public. MOTION: Move to adopt Resolution 2014 -19, being a resolution approving the declaration for the official intent of the City of Columbia Heights to bond for the Concrete Alley Construction Program, Project 1402, and for State Aid Street Rehabilitation Program, Project No. 1405. L. Approve Attached List of Rental Housing Licenses P. 81 MOTION: Move to approve the items listed for rental housing license applications for March 24, 2014 in that they have met the requirements of the Property Maintenance Code. M. Approve Business License Applications p. 86 MOTION: Move to approve the items as listed on the business license agenda for March 24, 2014, as presented. N. Payment of Bills MOTION: Move that in accordance with Minnesota Statute 412.271, subd. 8, the City Council P • 8 8 has received the list of claims paid covering check number 151545 through 151695 in the amount of $708,619.46. MOTION: Move to approve the Consent Agenda items. 9. PUBLIC HEARINGS A. Adopt Resolution Numbers 2014 -15 (4927 University Avenue N.E.) and 2014 -16 (4935 p. 96 University Avenue N.E.), 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. MOTION: Move to close the public hearing and to waive the reading of Resolution Number 2014 -15, there being ample copies available to the public. MOTION: Move to adopt Resolution Number 2014 -15, being a Resolution of the City Council of the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of the rental license. MOTION: Move to close the public hearing and to waive the reading of Resolution Number 2014 -16, there being ample copies available to the public. MOTION: Move to adopt Resolution Number 2014 -16, being a Resolution of the City Council of the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of the rental license. 10. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions B. Bid Considerations C. New Business and Reports 12. ADMINISTRATIVE REPORTS Report of the City Manager Report of the City Attorney 5 City Council Agenda Monday, March 24, 2014 Page 4 of 4 13. 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 Linda L. Magee, Acting City Manager LLM/cjb m CITY OF COLUMBIA HEIGHTS, MINNESOTA MAYORAL PROCLAIM TION IN OBSER VANCE OF NATIONAL DONATE LIFE MONTH Whereas, April is considered National Donate Life Month; and Whereas, organ, eye and tissue donation is a gift which extends hope and healing to those in need; and Whereas, nearly 115,000 Americans and approximately 3,000 people in Minnesota are waiting for a life- saving transplant; and Whereas, there is a serious shortage of transplantable organs in the United States, resulting in only 28,000 transplants and nearly 6,000 preventable deaths each year; and Whereas, one organ, eye and tissue donor can save or improve the lives of up to sixty people; and Whereas, Minnesota is a leader in registered organ, eye and tissue donors. Any person of any age can become a donor by indicating their preference on their state ID or by registering on -line through either Donate Life Minnesota or Lifesource, one of America's Leading organ procurement organization Now, Therefore, I, Mayor Gary L. Peterson do hereby proclaim April, 2014 as NATIONAL DONATE LIFE MONTH AND, I urge all residents of Columbia Heights to mark this month by taking the time to consider becoming an organ donor in order to help others continue to celebrate life. IN TESTIMONY WHEREOF I have hereunto City of Columbia Heights, Minnesota, to be affix 7 OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS CITY COUNCIL MEETING MONDAY, MARCH 10, 2014 THE FOLLOWING ARE THE MINUTES FOR THE REGULAR MEETING OF THE CITY COUNCIL HELD AT 7:00 PM ON MONDAY, MARCH 10, 2014 IN THE CITY COUNCIL CHAMBERS, CITY HALL, 590 40TH AVENUE N.E., COLUMBIA HEIGHTS, MINNESOTA 1. CALL TO ORDER The meeting was called to order by Mayor Peterson at 7:01 PM. 2. APPOINT SECRETARY PRO TEM Motion was made by Councilmember Williams, seconded by Councilmember Nawrocki, to appoint Carole Blowers as Secretary Pro Tem. Motion passed unanimously. 3. ROLL CALL Present: Councilmembers Schmitt, Williams, Diehm, Nawrocki; Mayor Gary Peterson Also Present: Linda Magee, Acting City Manager; Jim Hoeft, City Attorney 4. INVOCATION Pastor Dan Thompson from Heights Church provided the invocation. 5. PLEDGE OF ALLEGIANCE - recited 6. 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.) 7. PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS Accept Columbia Heights Athletic Boosters donation to the Recreation Department (This item was removed from tonight's agenda and will be placed on a future agenda.) 8. 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 Minutes of February 24, 2014 MOTION: Move to approve City Council meeting minutes of February 24, 2014. B. Accept Board and Commission Meeting Minutes MOTION: Move to accept the Planning and Zoning Commission meeting minutes of March 4, 2014. C. Approve Business License Applications MOTION: Move to approve the items as listed on the business license agenda for March 10, 2014 as presented. City Council Minutes March 10, 2014 Page I D. Payment of Bills 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 151249 through 151544 in the amount of $299,793.55. Motion by Councilmember Nawrocki, seconded by Councilmember Williams, to approve the Consent Agenda items. Motion passed unanimously. 9. PUBLIC HEARINGS Approve Conditional Use Permit for LED Sign at Immaculate Conception Church and School at 4030 Jackson Street NE Elizabeth Holmbeck, Community Development Intern, advised that the Immaculate Conception Church and School wishes to modify the existing pylon sign to a LED pylon sign. This would result in an additional five inches of height to the sign. The LED sign would not change the purpose of the sign, but the way the message is displayed. The Planning and Zoning Commission held a Public hearing on March 4, 2014, and recommended approval with four conditions listed below from the staff report: 1. The dynamic LED signs may occupy no more than sixty percent (60 %) of the actual copy and graphic area. The remainder of the sign must not have the capability to have dynamic LED signs, even if not used. Only one, contiguous dynamic display area is allowed on a sign face. 2. The images and messages displayed must be static, and the transition from one state display to another must be instantaneous without any special effects. Motion, animation and video images are prohibited on dynamic LED sign displays. 3. The dynamic LED signs must be designed and equipped to freeze the device in one position if a malfunction shall occur. The displays must also be equipped with a means to immediately discontinue the display if it malfunctions, and the sign owner must immediately stop the dynamic display when notified by the city that it is not complying with the standards of this ordinance. 4. The dynamic LED signs may not exceed a maximum illumination of 5,000 nits (candelas per square meter) during daylight hours and a maximum illumination of 500 nits (candelas per square meter) between dusk to dawn as measured from the sign's face at maximum brightness. The dynamic LED signs must have an automatic dimmer control to produce a distinct illumination change from a higher illumination level to a lower level for the time period between one -half hour before sunset and one half -hour after sunrise. Motion by Councilmember Nawrocki, seconded by Councilmember Williams, to close the public hearing and waive the reading of Resolution 2014 -13, there being ample copies available to the public. Motion passed unanimously. Motion by Councilmember Nawrocki, seconded by Councilmember Williams, to adopt Resolution 2014 -13, being a resolution for a Conditional Use Permit for a proposed Dynamic LED Sign for Immaculate Conception Church and school located at 4030 Jackson Street NE, subject to certain conditions of approval that have been found to be necessary to protect the public interest and ensure compliance with the provisions of the Zoning and Development Ordinance. City Council Minutes March 10, 2014 Page 2 9 A. Approve Variances for LED Sign at Immaculate Conception Church and School at 4030 Jackson Street NE Elizabeth Holmbeck, Community Development Intern, advised that the Immaculate Conception Church and School is seeking three variances for a proposed dynamic LED sign at 4030 Jackson Street N.E. They wish to modify the existing pylon sign by adding an LED component and are requesting three waivers to various city codes. The proposed sign will not change the purpose of the sign but will modernize the method in which changing the message is displayed. The Planning and Zoning Commission held a Public Hearing on March 4, 2014, and recommended approval with five conditions listed in the staff report. Assistant Community Development Director, Joe Hogeboom, stated that the variances are needed because the site is in the 40th Avenue Design District. Councilmember Diehm suggested that we take a look at the City Code regarding signage. Section 9.104 (G) of the Zoning Ordinance outlines five conditions that must be met in order for the City Council to grant Variances. They are as follows: 1. 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 undue hardship. (The existing pylon sign has stood for many years. Changing to a monument sign would require removing the eight foot pylon sign, its supporting base and all the electrical. Additionally, the parking lot would have to be excavated to replace the existing underground electrical service located 100 feet away.) 2. The conditions upon which the variances are based are unique to the specific parcel of land involved and are generally not applicable to other properties within the same zoning classification. (A monument sign would not be as visible as the pylon sign due to the height of the fence and boulevard trees along 40th Avenue. Removal of the fence is not an option. It not only borders the existing parking lot but also protects the students that play there during school hours.) 3. The difficulty or hardship is caused by the provisions of this article and has not been created by any person currently having a legal interest in the property. (The difficulty arises from the location of the sign along 40`h Avenue and visibility issues associated with it.) 4. The granting of the variance is in harmony with the general purpose and intent of the comprehensive plan. (The Comprehensive Plan designates this area for Religious Institutions. Being that Immaculate Conception is a religious institution, the variance requests are consistent with the types of uses guided for this area.) 5. The granting of the variance will not be materially detrimental to the public welfare or materially injurious to the enjoyment, use, development or value of property or improvements in the vicinity. (This is correct.) Motion by Councilmember Nawrocki, seconded by Councilmember Williams, to close the public hearing and waive the reading of Resolution 2014 -14, there being ample copies available to the public. Motion by Councilmember Nawrocki, seconded by Councilmember Williams, to adopt Resolution No. 2014 -14, being a resolution approving variances for a dynamic LED sign for Immaculate Conception Church and School located at 4030 Jackson Street NE, subject to certain conditions of approval that have been found to be necessary to protect the public interest and ensure compliance with the provisions of the Zoning and Development Ordinance. City Council Minutes March 10, 2014 Page 3 it$] 10. ITEMS FOR CONSIDERATION - Other Ordinances and Resolutions - None - Bid Considerations — None - New Business and Reports - None 11. ADMINISTRATIVE REPORTS Report of the City Manager — Nothing to report. Report of the City Attorney — Nothing to report. 12. 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. No citizens spoke at this time. Councilmember Nawrocki had a number of questions and /or comments: • Regarding the City Hall elevator, has it been fixed? Acting City Manager, Linda Magee, stated the Facilities Maintenance Supervisor contacted Schindler Elevator, and it was repaired. • Regarding the State Aid Roads, he expressed his displeasure with the change for assessments for the people living along these roads. He also indicated that the second hearing was not on cable. • Regarding the conference in Washington, there are too many people going. Congressman Keith Ellison is going to be meeting with our city representatives regarding the sale of ParkView Villa there. Ellison is also holding a public meeting on March 17 in Golden Valley, and we could talk with him there. • Regarding the five year financial plan presented by Joe Kloiber, Finance Director, at the last work session, he would like to see reductions made instead of building increases into the property tax levy for the next five years. • SACA is having their "Empty Bowls" event on Wednesday, March 12, from 11:30 a.m. to 7:30 p.m. Councilmember Schmitt stated that the March 17 meeting in Golden Valley with Congressman Keith Ellison is from 2 pm to 3:30 pm, and the purpose of this event is to discuss public safety and immigrant populations. Congressman Ellison has set up a meeting with our city representatives (in Washington during the conference) along with HUD representatives to discuss the sale of ParkView Villa. Mayor Peterson also confirmed the need for us to meet with Congressman Ellison and HUD in Washington. He also stated that the clock on 40a' and Central is telling the right time now. There will be a St. Patrick's Day parade on March 17 on Nicollet Mall. Remember our service men and women; enjoy life; and do a random act of kindness. 13. ADJOURNMENT The meeting adjourned at 7:26 p.m. Respectfully submitted, Carole J. Blowers Secretary Pro Tern City Council Minutes March 10, 2014 Page 4 11 RESOLUTION NO. 2014-13 RESOLUTION APPROVING A CONDITIONAL USE PERMIT FOR AN LED SIGN AT IMMACULATE CONCEPTION CHURCH AND SCHOOL — 4030 JACKSON ST. NE. WHEREAS, a proposal (Case # 2014 -13) has been submitted by Immaculate Conception Church and School to the City Council requesting a Conditional Use Permit from the City of Columbia Heights at the following site: ADDRESS: 4030 Jackson Street NE LEGAL DESCRIPTION: On file at City Hall. THE APPLICANT SEEKS THE FOLLOWING PERMIT: A Conditional Use Permit per Code Section 9.110 (D), to allow a dynamic LED sign to be located in the R -3 Limited Multiple Family Residential Zoning District. WHEREAS, the Planning Commission has held a public hearing as required by the City Zoning Code on March 4th° 2014. WHEREAS, the City Council has considered the advice and recommendations of the Planning Commission regarding the effect of the proposed conditional use permit upon the health, safety, and welfare of the community and its Comprehensive Plan, as well as any concerns related to compatibility of uses, traffic, property values, light, air, danger of fire, and risk to public safety in the surrounding areas; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Columbia Heights after reviewing the proposal, that the City Council accepts and adopts the following findings of the Planning Commission: 1. The use is one of the conditional uses listed for the zoning district in which the property is located, or is a substantially similar use as determined by the Zoning Administrator. 2. The use is in harmony with the general purpose and intent of the Comprehensive Plan. 3. The use will not impose hazards or distributing influences on neighboring properties. 4. The use will not substantially diminish the use of property in the immediate vicinity. 5. The use will be designed, constructed, operated and maintained in a manner that is compatible with the appearance of the existing or intended character of the surrounding area. 6. The use and property upon which the use is located are adequately served by essential public facilities and services. 7. Adequate measures have been or will be taken to minimize traffic congestion on the public streets and to provide for appropriate on -site circulation of traffic. 8. The use will not cause a negative cumulative effect, when considered in conjunction with the cumulative effect of other uses in the immediate vicinity. 9. The use complies with all other applicable regulations for the district in which it is located. FURTHER, BE IT RESOLVED, that the attached conditions, maps, and other information shall become part of this permit and approval; and in granting this permit the city and the applicant agree that this permit shall become null and void if the project has not been completed within one (1) calendar Year after the approval date, subject to petition for renewal of the permit. CONDITIONS ATTACHED: 1. The dynamic LED signs may occupy no more than sixty percent (60 %) of the actual copy and City Council Minutes March 10, 2014 Page 5 12 graphic area. The remainder of the sign must not have the capability to have dynamic LED signs, even if not used. Only one, contiguous dynamic display area is allowed on a sign face. 2. The images and messages displayed must be static, and the transition from one state display to another must be instantaneous without any special effects. Motion, animation and video images are prohibited on dynamic LED sign displays. 3. The dynamic LED signs must be designed and equipped to freeze the device in one position if a malfunction shall occur. The displays must also be equipped with a means to immediately discontinue the display if it malfunctions, and the sign owner must immediately stop the dynamic display when notified by the city that it is not complying with the standards of this ordinance. 4. The dynamic LED signs may not exceed a maximum illumination of 5,000 nits (candelas per square meter) during daylight hours and a maximum illumination of 500 nits (candelas per square meter) between dusk to dawn as measured from the sign's face at maximum brightness. The dynamic LED signs must have an automatic dimmer control to produce a distinct illumination change from a higher illumination level to a lower level for the time period between one -half hour before sunset and one half -hour after sunrise. RESOLUTION NO. 2014 -14 RESOLUTION APPROVING A VARIANCE FROM CERTAIN CONDITIONS OF THE CITY OF COLUMBIA HEIGHTS ZONING CODE FOR IMMACULATE CONCEPTION CHURCH AND SCHOOL WHEREAS, a proposal (Case #2014 -14) has been submitted by Immaculate Conception Church and School to the City Council requesting a Variance from the City of Columbia Heights Zoning Code at the following site: ADDRESS: 4030 Jackson Street NE LEGAL DESCRIPTION: On file at City Hall. THE APPLICANT SEEKS THE FOLLOWING RELIEF: 1) Waiver to Section 9.106 (P) (8) (1)- allowing a pylon LED sign verses a monument LED sign. 22) Waiver to Section 9.106 (P) (8) (2)- allowing the LED sign to change or move more often than one every ten seconds. 3) Waiver to Section 9.106 (P) (9) (b) (1)- allowing the height of the sign to exceed eight feet. WHEREAS, the Planning Commission has held a public hearing as required by the City Zoning Code on March 4th, 2014. WHEREAS, the City Council has considered the advice and recommendations of the Planning Commission regarding the effect of the proposed Variance upon the health, safety, and welfare of the community and its Comprehensive Plan, as well as any concern related to traffic, property values, light, air, danger of fire, and risk to public safety, in the surrounding area; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Columbia Heights that the City Council accepts and adopts the following findings of the Planning Commission: 1. 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 City Council Minutes March 10, 2014 Pagi S proposing to use the property in a reasonable manner not permitted by the zoning ordinance. 2. 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. 3. 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. 4. The granting of the variance is in harmony with the general purpose and intent of the Comprehensive Plan. 5. The granting of the variance will not be materially detrimental to the public welfare or materially injurious to the enjoyment, use, development or value of property or improvements in the vicinity. FURTHER, BE IT RESOLVED, that the attached plans, maps, and other information shall become part of this variance and approval; and in granting this variance the city and the applicant agree that this variance shall become null and void if the project has not been completed within one (1) calendar year after the approval date, subject to petition for renewal of the variance. City Council Minutes March 10, 2014 Page 4 COLUMBIA HEIGHTS CITY COUNCIL MARCH 3, 2014 6:30 PM CITY OF COLUMBIA HEIGHTS COUNCIL CHAMBERS PUBLIC IMPROVEMENT HEARING: 2014 CONCRETE ALLEY CONSTRUCTION PROGRAM CITY PROJECT 1402 CALL TO ORDER Mayor Peterson called the meeting to order at 6:30 PM. APPOINTMENT OF SECRETARY PRO TEM Motion by Williams, seconded by Schmitt, to appoint Carole Blowers as Secretary Pro Tem. Motion passed unanimously. ROLL CALL Present: Mayor Peterson, Councilmember Williams, Nawrocki, Schmitt. Absent: Councilmember Diehm Also present: City Manager Walt Fehst, Public Works Director Kevin Hansen, Assistant City Engineer Kathy Young, City Attorney Jim Hoeft, and Secretary Pro Tem Carole Blowers. PUBLIC IMPROVEMENT HEARING ON THE 2014 CONCRETE ALLEY CONSTRUCTION PROGRAM, CITY PROJECT 1402 Public Works Director, Kevin Hansen, reviewed the background of this program. The City Council accepted the Feasibility Report and ordered an Improvement Hearing for March 3, 2014 at their meeting of January 27, 2014. The following alleys are proposed to be reconstructed with concrete: Van Buren Street to Central Avenue, 39th Avenue to 40th Avenue Van Buren Street to Central Avenue, 42nd Avenue to 43rd Avenue, and Quincy Street to Monroe Street, 42nd Avenue to 43rd Avenue. Staff held an Informational Meeting on February 27, 2014, at City Hall from 6:30 PM to approximately 7:00 PM; there were approximately seven residents that attended that meeting. ( Councilmember Nawrocki requested a copy of the notice that went out for the Informational Meeting.) Copies of the Feasibility Report were available to the public at this meeting. At the January 27, 2014, regular city council meeting, the Feasibility Report that details the scope of work and estimated costs for the alleys was distributed. Braun Intertec did the testing of the condition of the alleys, and staff evaluated those tests. The Mayor stated we have used this company before. They are professional and he trusts them. The alleys will be reconstructed with concrete. Small areas of bituminous or concrete parking lot and turf area adjacent to the alleys will be reconstructed to match the new alley grades. This will require construction easements from many of the adjacent properties. Because of grade differences, several properties have no access to the alley. In a previous assessment (1999), council reduced the assessments by 37.5 %. In this case, residential properties would pay Public Improvement Hearing March 3, 2014 Page I 15 $1,281.25. This reduction is not reflected in the financing. This would increase cost to infrastructure fund. Both alleys between Van Buren Street and Central Avenue have flat areas prone to ponding. Storm sewer will be extended to improve the drainage. Private and city owned retaining walls range from good to poor condition. Staff suggests replacing one city wall in the alley from Quincy Street to Monroe Street, 42nd Avenue to 43rd Avenue, as part of the construction. The cost to replace this wall will not be assessed. Estimated Costs are: Concrete alley construction $401,120. Utilities $ * Project funding is proposed as follows: Total Assessments $273,620 Infrastructure Fund (construction) $114,750 Infrastructure Fund (Eng /Admin) $ 12,750 Storm Sewer Fund $* Assessment will be 45% (resident /business) /55% (city share) split per diem rate, not based on front footage. The costs and associated funding for utility work will be determined during the final design. Past Assessments: There have been past assessments for Quincy Street (2001 full street reconstruction), Monroe Street (2002 full street reconstruction) and Van Buren Street (2004 full street reconstruction). Details of the outstanding amounts for individual properties have been provided to the Council under separate cover. Resident Sentiment at Informational Meetin;: Residents /property owners attending the meeting (about 10) asked questions about the surfacing material (concrete vs. bituminous), drainage improvements, alley access during construction, and cost. There was limited discussion about the condition of the alley and need to do the work. Prior to the meeting, two property owners with no access to the alleys questioned if the assessment applied to them. The Public Works Director stated that tonight the council will only take action on either voting yes to this project or voting no to this project. He answered several questions relating to costs and years of life of the reconstruction. The Mayor asked if any residents wished to speak at this public hearing. Steve Sanchez, 3923 Van Buren, advised he is a new resident (since 2012). Mr. Sanchez advised that the street seems OK to him, and the alley might need some smoothing out at the bottom. He wanted clarification on the amount of the assessment to him. Greg Ochs, 4256 Central, had concerns about the retaining wall if removed, and wants to know for sure if does it belong to the city or not. He voiced his concerns about the construction impeding his Public Improvement Hearing March 3, 2014 Page 2 16 shipping and receiving product for his business and would there be any compensation to the business when goods must be stored if unable to ship and receive? Dale Schmiesin, 3951 Van Buren, advised he is a 15 year resident. He stated there is a definite drainage issue, and he has been dealing with flooding for 15 years. This drainage issue must be addressed, and he wanted to know if hydraulic surveys have been done. The Public Works Director stated that we have only done preliminary planning. Councilmember Nawrocki asked if the drainage problem can be worked on separately from the alley construction. The Mayor asked if anyone else wished to speak. Being none, the Mayor recessed this public hearing at 7:28 p.m. This public hearing reconvened at 9:45 p.m. Councilmember Diehm was present at this time. Motion by Councilmember Williams, seconded by Councilmember Schmitt, to close the Public Hear- ing of the 2014 Concrete Alley Construction, City Project No. 1402. Motion passed unanimously. Motion by Councilmember Williams, seconded by Councilmember Schmitt, to waive the reading of Resolution 2014 -11, there being ample copies available to the public. Motion passed unanimously. Motion by Councilmember Williams, seconded by Councilmember Schmitt, to adopt Resolution 2014- 11, being a resolution ordering improvements and preparation of plans for 2014 Concrete Alley Construction, City Project 1402. Upon Vote: Ayes: Schmitt, Williams, Diehm, Peterson; Nays: Nawrocki. Motion Carried. ADJOURNMENT The meeting adjourned at 10 p.m. Respectfully submitted, Carole J. Blowers Secretary Pro Tern RESOLUTION 2014 -11 BEING A RESOLUTION ORDERING IMPROVEMENTS AND PREPARATION OF PLANS FOR CONCRETE ALLEY CONSTRUCTION CITY PROJECT 1402 WHEREAS, Resolution 2014 -07 of the Columbia Heights City Council adopted the 27b day of January, 2014 fixed a date for a Council hearing on the proposed improvements for certain alleys; AND WHEREAS, ten day's mailed notice and two published notices of the hearing a week apart were given, and the hearing was held on the 3rd day of March, 2014, at which all persons desiring to be heard were given an opportunity to be heard thereon. Public hnproveinent Hearing March 3, 2014 Page 3 17 WHEREAS, the Council determines to proceed with this local improvement. A portion of the cost being defrayed by special assessments under Charter provisions. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF COLUMBIA HEIGHTS, MINNESOTA: 1. That the location and extent of such improvements is as follows: CONCRETE ALLEY CONSTRUCTION Between Van Buren Street and Central Avenue from 39th Avenue to 40th Avenue Between Van Buren Street and Central Avenue from 42nd Avenue to 43rd Avenue Between Monroe Street and Quincy Street from 42nd Avenue to 43rd Avenue Work includes storm sewer construction, new granular sub -base (if needed), new aggregate base, new concrete alley and aprons, restoration of bituminous or concrete driveways, concrete sidewalk/steps and sod, miscellaneous construction items, and appurtenances. 2. Such improvement is necessary, cost - effective and feasible as detailed in the feasibility report. 3. Such improvement is hereby ordered as proposed in the Council Resolution adopted the 27th day of January, 2014. 4. These improvements shall also be known as Project 1402 and PIR: 2014 -AL -06 -001 and 2014 -A1 -06 -002 for Concrete Alley Construction, and 5. The City Engineer, Kevin Hansen, is hereby designated as the engineer for this improvement. The engineer shall prepare plans and specifications for the making of such improvement. Public Improvement Hearing March 3, 2014 Page 4 i COLUMBIA HEIGHTS CITY COUNCIL MARCH 3, 2014 SCHEDULED TO BEGIN AT 7:00 PM CITY OF COLUMBIA HEIGHTS COUNCIL CHAMBERS PUBLIC IMPROVEMENT HEARING: 2014 STREET REHABILITATION PROGRAM FOR STATE AID STREETS CITY PROJECT 1405 CALL TO ORDER Mayor Peterson called the meeting to order at 7:28 PM. APPOINTMENT OF SECRETARY PRO TEM Motion by Williams, seconded by Schmitt, to appoint Carole Blowers as Secretary Pro Tem. ROLL CALL Present: Mayor Peterson, Councilmember Williams, Nawrocki, Diehm, Schmitt. Also present: City Manager Walt Fehst, Public Works Director Kevin Hansen, Assistant City Engineer Kathy Young, City Attorney Jim Hoeft, and Secretary Pro Tem Carole Blowers. PUBLIC IMPROVEMENT HEARING: 2014 STREET REHABILITATION PROGRAM FOR STATE AID STREETS, CITY PROJECT 1405 Public Works Director, Kevin Hansen, provided the background on this proposed project. The City Council accepted the Feasibility- Report and ordered an Improvement Hearing for March 3, 2014 at their meeting of January 27, 2014. Staff held an Information Meeting on February 27, 2014 at City Hall from 7:00 PM to approximately 8:00 PM; there were approximately eleven residents that attended the meeting. Copies of the Feasibility Report were available to the public at this meeting. All other state aid streets not rehabilitated in 2014 or approximately 2022 are proposed for seal coating in the next one to four years. At the January 27, 2014, regular city council meeting, the Feasibility Report that details the scope of work and estimated costs for the Street Rehab on State Aid Streets was distributed. The report details the rehabilitation strategy for full reconstruction, partial reconstruction, and mill and overlay. The report recommendations for State Aid Streets are summarized below. Rehabilitation Strategies: Staff utilizes three methods in evaluating the condition of the street and then determining the appropriate treatment. The following is a listing of streets with the recommended treatment: STREET MILL AND OVERLAY 1. Stinson Blvd., Fairway Drive to 325 feet north of North Upland Crest (concrete street) 2. 44th Avenue, Tyler Place (S) to Reservoir Blvd. 3. Reservoir Blvd., 44th Avenue (W) to 44th Avenue 4. 39th Avenue, Central Avenue to Reservoir Blvd. 5. 38th Avenue, Main Street to 3`d Street 6. 3`d Street, 37th Avenue to 38th Avenue Utilities Replacement: Utilities have been reviewed in Zone 7. Staff utilized structure inspections, in -line televising, history of water main breaks, age of water main and services, leakage testing (independent testing), and previous engineering reports in determining utility replacements. A summary of the staff recommended improvements follows: Public Improvement Hearing March 3, 2014 Page I 19 Sanitary Sewer: The lateral and trunk lines have all been cleaned and televised and the manholes have been inspected. No manhole or pipe replacement is recommended. Castings and rings are scheduled for replacement on many structures. Storm Sewer: Work on existing catch basins is recommended. In addition, castings and rings are scheduled for replacement on many structures. Water Main: No pipe replacement is recommended. Utility Adjustments: Roadway construction will include minor modifications to existing water main, sanitary and storm sewer utility surface structures in order to meet proposed finish grades. FINANCING: Street Rehab The estimated project costs are as follows: 1. Mill and overlay construction $342,210. 2. Utilities $* Project funding is proposed as follows: Assessments $306,815 Infrastructure Fund (Construction) 31,855. Infrastructure Fund (Engineering /Admin) 3,540. Sanitary Sewer Fund $* Storm Sewer Fund $* Water Construction Fund $* *The costs and associated funding for utility work will be determined during the final design. The City of New Brighton will pay for construction and engineering services for the east one -half of Stinson Blvd. This is not included in the project costs and funding shown above. Past Assessments: Proposed overlays on 38th Avenue and 3rd Street will impact property owners paying past assessments for work on 2nd Street, 2 '/ Street, and 3rd Street (2006 full to partial street reconstruction or overlay) and proposed overlay on 441h Avenue will impact one property owner paying past assessment for work on Tyler Place (2006 overlay). Details of the outstanding amounts of individual properties have been provided to the Council under separate cover. Resident Sentiment at Informational Meeting: Property owners (about 10) with proposed assessments for the state aid streets attended that meeting. The primary concerns expressed were: 1) State aid streets have not paid assessments in the past 2) the City receives money from the state for maintenance and construction of State Aid Streets, so why do property owners need to pay assessments 3) residents on State Aid Streets need to deal with truck traffic which is not present on most non -state aid streets, and 4) the 6% interest rate. There was some discussion concerning the need for the work. The Public Works Director stated that tonight the council will only take action on either voting yes to this project or voting no to this project. In the fall, the City Council would vote on the assessment costs and interest rate if the project proceeds. Many questions were asked about how money is available ($100,000 left from 2013), how much of this can actually be used for the street rehabilitation project, and how much Public Improvement Hearing March 3, 2014 Page 2 20 must be used for maintenance of the streets. There will be $455,000 available for all projects. Councilmember Nawrocki stated the actual figure is like $700,000 to $800,000. The figure is based on the number of miles of designated State Aid Streets we have (12 miles). We must be in compliance with state funding. City Manager Fehst stated that Columbia Heights is the only city that has free streets. There are a number of items that state aid monies can be used for: traffic signals, road work, public improvements, bridges, etc. The Mayor asked if any residents wished to speak at this public hearing. Paul Ramacher, 1025 44th Avenue NE, stated the state has already paid for this street. There is a change in the policy of paying for assessments on state aid streets this year —why now? Why does this work need to be done when there is nothing wrong with this road? How many streets are designated as state aid streets? (6) Julie Blanche, 1328 44th Avenue NE, wants the city to be fair! Exiting driveways onto 44th is dangerous. Road counts are high (Hansen stated about 4,300). She feels 44th Avenue does not need resurfacing. She wanted to know if there are any weight restrictions on the vehicles traveling 44th (no). She stated residents involved in this project were not invited to the work session when this project was discussed. Marsha Kennedy, 1120 44th , wanted to know what about the poor people and how could they afford to pay $200 /year plus interest, and why interest? Kathy Young, Assistant City Engineer, stated that we have to bond for the monies we expect to receive. The City Manager stated that the road construction work done last year in the Innsbruck area — people there had to pay their fair share. Chris Turnwall, 1121 44th (51 year resident), says if this is fair, then it should be quantifiable. He stated 44th Avenue is heavily used by vehicles and heavy vehicles. Lots of traffic /public safety vehicles come and go from Crestview. People have lost pets on these roads. Mike Raskovich, 1331 44th (resident since 1991) stated the sidewalk put in years ago was great for safety reasons. There is a lot of fast traffic on 44th —could speed bumps be installed? (Speed bumps are not allowed on a state aid street.)He questioned what constitutes a state aid street and the cost to each property owner. Wally Wagamon, ( Wagamon Brothers, 3719 3rd Street) stated there is nothing wrong with 3rd Street. He questioned the high interest rate of 6 %. He was advised that the interest rate is not set at this time. Bob Jensen, 1120 44th Avenue NE, reminded the Mayor and councilmembers that we have an election coming up. Harley Gayle, 1324 44th Avenue NE, felt that once you fix the street, it will be busier. People now use 44th as a place to test drive cars all the time. Another resident in the audience who lives on Stinson Boulevard stated that a car has crashed into his home two times. What about cleaning /lining of water mains? In three years, they will do 45th /Central to Stinson. The Mayor asked if anyone else wished to speak on this project at this time. Councilmember Nawrocki stated that we should be fair and equitable. Alley snowplowing costs come out of general city funds. People who live on state aid streets experience heavy traffic and more parking. He knows, because he used to live on Main Street. Councilmember Williams stated he just was assessed an $18,400 alley assessment for his business. Councilmember Diehm stated this is a policy change. We pick what roads are state aid roads within state standards. Public Improvement Hearing March 3, 2014 Page 3 21 Mayor Peterson stated that 44th Avenue does have high usage. He lives near the railroad and puts up with all kinds of excessive noise and traffic. Motion by Nawrocki, to close the Public Hearing of the 2014 Project No. 1405, waive the reading of Resolution 2014 -12, there being ample copies available to the public and adopt Resolution 2014 -12, being a resolution ordering improvements and preparation of plans for 2014 Street Rehabilitation Program, City Project 1405 with the funding for the project be state aid monies. Motion failed for lack of a second. Councilmember Nawrocki offered to take 3rd Street off of the state aid streets. Councilmember Diehm suggested we incorporate them into a regular cycle. Public Works Director Hansen stated that Stinson and 49th are in bad shape. Motion by Councilmember Diehm, seconded by Councilmember Williams to waive the reading of Resolution 2014 -12, there being ample copies available to the public. Motion passed unanimously. Motion by Councilmember Diehm, seconded by Councilmember Williams, to adopt Resolution 2014 -12, being a resolution ordering improvements and preparation of plans for 2014 Street Rehabilitation Program, City Project 1405 to include only Stinson Boulevard, Fairway Drive to 325 feet north of North Upland Crest (concrete street); 39th Avenue, Central Avenue to Reservoir Boulevard; and 38th Avenue, Main Street to 3rd Street, and to remove 44th Avenue Tyler Place (S) to Reservoir Boulevard; Reservoir Boulevard, 44th Avenue (W) to 44th Avenue; and 3 r Street, 37th Avenue to 38th Avenue and move these areas to Zone I in 2015. Roll call vote: Ayes: Schmitt, Williams, Diehm, Peterson. Nayes: Nawrocki. Motion passed. Motion by Councilmember Nawrocki to amend the previous motion that the financing will not come from assessments but from state aid monies. Motion dies due to lack of a second. ADJOURNMENT This public hearing adjourned at 9:45 PM. Respectfully submitted, Carole J. Blowers Secretary Pro Tern RESOLUTION 2014 -012 BEING A RESOLUTION ORDERING IMPROVEMENTS AND PREPARATION OF PLANS FOR STATE AID STREET REHABILITATION CITY PROJECT 1405 WHEREAS, Resolution 2014 -08 of the Columbia Heights City Council adopted the 27th day of January, 2014, fixed a date for a Council hearing on the proposed improvements for certain Municipal State Aid Streets; AND WHEREAS, ten days' mailed notice and two published notices of the hearing a week apart were given, and the hearing was held thereon the 3rd day of March, 2014, at which all persons desiring to be heard were given an opportunity to be heard thereon. WHEREAS, the Council determines to proceed with this local improvement, a portion of the cost being defrayed by special assessments under Charter provisions. Public hnprovement Hearing March 3, 2014 Page 4 WIA NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF COLUMBIA HEIGHTS, MINNESOTA: That the location and extent of such improvements is as follows: STREET MILL AND OVERLAY Stinson Boulevard, Fairway Drive to 325 feet north of North Upland Crest (concrete street); 39th Avenue, Central Avenue to Reservoir Boulevard; and 38th Avenue, Main Street to 3rd Street, Work includes required utility reconstruction/repair, spot replacement of curb and gutter with required concrete or bituminous driveway and walk/step replacement, spot replacement of sidewalk, milling of existing street surface, new bituminous surfacing, sod restoration, miscellaneous construction items, and appurtenances. 2. Such improvement is necessary, cost - effective, and feasible as detailed in the feasibility report. Such improvement is hereby ordered as proposed in the Council Resolution adopted 27th day of January, 2014. 4. These improvements shall also be known as Project 1405 and PIR: 2014 -SA -44 -001 for State Aid Street Mill and Overlay. The City Engineer, Kevin Hansen, is hereby designated as the engineer for this improvement. The engineer shall prepare plans and specifications for the making of such improvement. Public Improvement Hearing March 3, 2014 Page 5 23 COLUMBIA HEIGHTS PUBLIC LIBRARY APPROVED BOARD OF TRUSTEES 3/5/2014 MINUTES February 5, 2014 The meeting was called to order by Chair Patricia Sowada, at 6:35 p.m. Members present were: Nancy Hoium, Steve Smith, Patricia Sowada, Catherine Vesley and Council Representative Tami Diehm. Also present: Library Director Renee Dougherty and Recording Secretary Stacey R. Hendren. Not present: Barbara Tantanella. The minutes of the January 8, 2014, Board meeting were approved as mailed. The bill list dated 1/15/14 of 2013 bills was reviewed. It was moved, seconded, and passed that the bills be paid. The bill list dated 1/15/14 of 2014 bills was reviewed. It was moved, seconded, and passed that the bills be paid. The bill list dated 1/29/14 was reviewed. It was moved, seconded, and passed that the bills be paid. The 2013 accounting dated 2/5/14 was reviewed. It was noted that expenditures nearly finalized, except for utilities and direct payments. The 2014 accounting sheet is not yet available. Old Business: 1. Dougherty notified the Board that a representative from Mid - America Business Systems will demonstrate a microfilm viewer /printer on February 14, 2014 for staff. Dougherty intends for the new machine to print through the current print manager set -up. 2. The Library Board proposed ideas that would serve as a follow -up to the Task Force recommendation from April 2013. Members proposed making a list of problems with the current building including; roof, lighting, plumbing, moisture, parking, and wiring. The list should include only items that are required to continue service in the current location and be accompanied by realistic costs. The Board discussed additional services that the building does not allow including; young adult area, windows in the children's department, additional computers, and space for the historical society and Sister Cities materials. Members will put together a list with costs for the City Council after reviewing the needs statement of the Task Force. Discussion continued regarding the costs of developing on the Mady's site, the costs of retrofitting the building at 40th and Central, and the need to continue to work with the City Council as progress towards a new library continues. New Business: 1. The Board reviewed the crossover statistics for December. Members discussed the breakout of reading level by building and the amount of people using the computers. Discussion continued regarding how to determine the primary language of users of the library, how to respond to the population in Columbia Heights, and how to identify how and which services are being used. 2. The Board reviewed the Unique Management Report for December. 1-2/5/14 24 Items from the Floor: 1. Sowada shared her positive reaction to the author event held in January. Jess Lourey provided an excellent program that was well attended. There being no further business, the meeting was adjourned at 7:15 p.m. Respectfully submitted, Stacey R. Hendren Recording 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. 2-2/5/14 25 MINUTES OF THE CHARTER COMMISSION This minutes JANUARY 16, 2014 have not been 7'00 P.M. approved CITY HALL CONFERENCE ROOM 1 Call to Order The meeting was called to order by President Steve Smith at 7:02 p.m. Roll Call Members present: Matt Abel, Ramona Anderson, Lee Bak, Jeff Diehm, Roger Jonson, Greg Sloat, Steve Smith, Charles Tyler, Tim Utz, Catherine Vesley, and Wes Wiggins Members absent and excused: Rob Fiorendino, James Guy, Carolyn Laine Members absent and unexcused: Mike Patiuk The City Attorney Jim Hoeft and Recording Secretary Carole Blowers were present. Council liaison Tami Diehm was absent. Approval of Tonight's Agenda Motion was made and seconded to approve tonight's agenda. Approval of Charter Commission Minutes of October 17, 2013 Motion was made and seconded to approve the minutes of October 17, 2013, as presented. Election of Officers President Smith called for nominations for President. Motion was made and seconded to nominate Steve Smith. President Smith called for any additional nominations; there were none. Motion passed unanimously to elect Steve Smith for President. President Smith called for nominations for Vice President. Motion was made and seconded to nominate Carolyn Laine. President Smith called for any additional nominations. Motion was made and seconded to nominate Tim Utz. Upon vote, Carolyn Laine received four votes for Vice President; Tim Utz received seven votes for Vice President. Tim Utz will be the Vice President. President Smith called for nominations for Secretary Abel. President Smith called for any additional unanimously to elect Matt Abel for Secretary. Motion was made and seconded to nominate Matt nominations; there were none. Motion passed Correspondence The Recording Secretary read the correspondence log since last meeting. Received minutes of the October meeting from Secretary Matt Abel Advised by the Chief Judge that Matt Abel was reappointed; prepared oath for Matt Abel; sent signed oath to Anoka County Advised by the Chief Judge that Catherine Vesley was appointed and advised President Smith of the same; prepared oath, welcome letter, and packet; sent signed oath to Anoka County Sent unapproved October minutes to City Clerk for City Council agenda packet in November Advised President Smith of upcoming surgery and dates of absence Page 1 1/16/14 Columbia Heights Charter Commission 26 Contacted President Smith regarding the January agenda; prepared agenda, Annual Report, and sent out with October minutes to all commission members, City Attorney, City Manager, and Council Liaison Tami Diehm Put tonight's agenda on the city's website and on local cable TV station, and posted it at City Hall Received e -mails from Commissioners Laine, Guy, and Fiorendino regarding their January meeting absence • Received e -mail from Commissioner Utz regarding his 2014 reappointment • Prepared correspondence log since October meeting • Received a citizen request for tonight's meeting "packet" • Received a data request relating to Charter commission documents President Smith welcomed new member Carolyn Vesley. Carolyn briefly summarized her background and experience, and she stated she has lived in the Heights for the past seventeen years. Old Business - None New Business 2013 Charter Commission Annual Report President Smith asked for a motion to approve the annual report as prepared by the Recording Secretary. Motion was made and seconded to approve the Charter Commission Annual Report for 2013. Motion passed unanimously. Commissioner Utz asked where does this report go from here, and the Recording Secretary stated that a copy goes to the City Clerk and a copy goes to the Chief Judge. Discuss Differences Between a Charter and Statutory City President Smith stated that he feels it is very important for us to discuss these differences, especially because we have new members and to keep the charter current. The last time we did any changes to the charter involved Section 33 of Chapter 4 regarding elections. Jim Hoeft gave a brief overview of the differences for the members, again citing the biggest difference is in the "Referendum, Initiative, and Recall" section. Because we have updated various parts of the charter in the past few years, he feels we have a pretty comprehensive document at this time. Sometimes legislative changes do mean changes need to be made in the charter. Request for Change of Date for April, 2014, Meeting Commissioner Abel asked the commission if it would be possible to change the April meeting date from the 17 to the 24 , due to the fact that the wee of April I 4th is Holy Week. Motion was made and seconded to change the April meeting to April 24 at the same time (7 p.m.) and same place (City Hall). Commissioner Vesley asked for the dates of our meetings for the rest of 2014, which are then April 24, July 17, and October 16, 2014. Adjournment Motion was made and seconded to adjourn the meeting at 7:32 p.m. Respectfully submitted, Carole J. Blowers Recording Secretary for the Charter Commission Page 2 1/16/14 Columbia Heights Charter Commission 27 CITY COUNCIL LETTER AGENDA SECTION: CONSENT NO: ITEM: AWARD OF PROFESSIONAL ENGINEERING SERVICES FOR THE CHATHAM ROAD SANITARY SEWER LIFT STATION, MUNICIPAL PROJECT NO. 1214 Meeting of: March 24, 2014 ORIGINATING DEPARTMENT: PUBLIC WORKS BY: K. Hansen DATE: 3/12/2014 CITY MANAGER BY: DATE: Background: In 2011 staff had proposed the rehabilitation of two sanitary sewer lift stations, Argonne and Chatham Road. Rehabilitation of the Argonne lift station was completed in 2011. The RFP provided for a consulting engineer to furnish an engineering report, provide project design through bidding, and provide construction administration service for the sanitary sewer lift station replacement serving the Chatham Road area. Requests for proposals were sent to eight firms. Four proposals were received on March 14`x' in response to the RFP (attached). In response to the RFP -- the engineering service fees are as follows: BDM -MSA $62,142 Bolton & Menk $75,110 Foth $35,386 WSB $71,960 Analysis /Conclusions: Three of the proposals provided a work plan with similar hours and costs, while Foth provided a response substantially lower than the other three. To analyze this further, staff has reviewed each of the proposals and broken down the work effort proposed for each of the phases requested in the RFP. Those details by firm are as follows: *Hours for sub consultants were not included (= 43% of proposal cost: 200 -225 hours estimated) While the lowest overall cost was submitted by Foth, staff has a strong concern regarding their work plan, specifically reflected to their task hours on the design phase and construction phases, where they are substantially lower compared to the range or norm of the other firm's proposals. Staff is therefore recommending accepting the proposal from BDM -MSA in the amount of $62,142. Recommended Motion: Move to award the Chatham Road Sanitary Sewer Lift Station Improvements, Municipal Project No.1214, to the consulting engineering firm of BDM -MSA based upon their qualified, responsible proposal for a cost not -to- exceed $62,142 appropriated from Fund 652 -51214 -3050. Attachment: RFP COUNCIL ACTION: %Q Hours by Task Finn Engineering Report Design and Bidding Construction Total Hours Foth 75 131 60 266 MSA 127 220 211 558 WSB 78 118 152 348* B -M 158 232 185 575 *Hours for sub consultants were not included (= 43% of proposal cost: 200 -225 hours estimated) While the lowest overall cost was submitted by Foth, staff has a strong concern regarding their work plan, specifically reflected to their task hours on the design phase and construction phases, where they are substantially lower compared to the range or norm of the other firm's proposals. Staff is therefore recommending accepting the proposal from BDM -MSA in the amount of $62,142. Recommended Motion: Move to award the Chatham Road Sanitary Sewer Lift Station Improvements, Municipal Project No.1214, to the consulting engineering firm of BDM -MSA based upon their qualified, responsible proposal for a cost not -to- exceed $62,142 appropriated from Fund 652 -51214 -3050. Attachment: RFP COUNCIL ACTION: %Q CITY OF COLUMBIA. HEIGHTS REQUEST FOR PROPOSAL CHATHAM ROAD SANITARY SEWER LIFT STATION IMPROVEMENT MUNICIPAL PROJECT #1214 February, 2014 29 REQUEST FOR PROPOSALS (RFP) COLUMBIA HEIGHTS, MINNESOTA CHATHAM ROAD SANITARY SEWER LIFT STATION IMPROVEMENT MUNICIPAL PROJECT #1214 I. INTRODUCTION The City of Columbia Heights, Minnesota, is requesting proposals to provide the engineering professional services required for the preparation of an engineering report, design and bidding, and construction management of a sanitary sewer improvement at Chatham Road Lift Station located at 4650 Chatham Road in Columbia Heights. II. GENERAL REQUIREMENTS Interested engineering firms should submit their proposal no later than 3:30 p.m. on March 14th 2014 to the City Engineer, 637 38th Avenue N.E., Columbia Heights, MN 55421. In submitting a proposal to provide the required services, follow the enclosed requirements in order to expedite the review process by the representatives of the City. 1. The length of the proposal should not exceed 12 pages, including figures, resumes of personnel, firm experience and qualifications, etc. 2. The proposal should not contain non - applicable promotional materials and should address only the points requested in this document. 3. A schedule of billing rates for individuals involved must be included. The proposal must contain a not -to- exceed cost for the design phase and a not -to- exceed cost for the construction management phase. The two phases will not be awarded to different firms. 4. Five (5) copies of the proposal should be addressed to the City Engineer, 637 38th Avenue N.E., Columbia Heights, MN 55421, to be received by 3:30 p.m. on March 14th, 2014. 5. If the firm is proposing to use subcontracts, the subcontractor should be identified along with how the work will be divided. 6. The City of Columbia Heights reserves the right to reject any proposal that does not comply with the requirements of this RFP. 30 RFP — Chatham Road Sanitary Sewer Lift Station Improvement Page 2 I11. SCOPE OF SERVICES The following items will be required as part of this project. Engineering Report Phase The capacity of the sanitary sewer lift station includes the evaluation of present and anticipated sewer flows served by the lift station. It is not anticipated that the service area will expand as it is fully developed residential. Minimal additional service demand to the lift station may result from house remodeling or lot splits. A feasibility study, including recommendations and cost estimates, shall be prepared to address the following issues and as listed on the attached task listing. • Replacement of the existing pumps, motors and valves. This is to include a review of the pump and motor sizing. • Review of current site SCADA controls with recommendations for updates or replacements. • Options for updating of the building electrical service and interior electrical service panels. • Analysis of the condition of the lift station building including roof, doors and windows. • Review the impact to the pumping station of I/1 in the existing service area (Chatham Road Service area I/1 report is available). • Condition analysis on the intake side of the Lift Station — video record and logs provided by the City. • Review ADA - Accessibility at the existing site with recommendations to meet current requirements. • Task listing — attached. An evaluation of the age and size of the force main shall also be addressed. Plans and specifications will be prepared following review and authorization by the City Council. Design and Construction Document Phase The design and construction document phase will include those items identified in the Engineering Report Phase that the City selects and remains within the project budget of $360,000. It is the intent of this project to essentially gut the existing lift station and provide new equipment. The minimum improvements include the replacement of the existing pumps, motors and valves, updating or replacing the site SCADA controls, and the electric service and interior panels. The design of other needed improvements shall be identified and selected in the engineering report phase — but the project budget will not be exceeded. The City will likely choose to bid some items as add - alternates to stay within the project budget. 31 RFP — Chatham Road Sanitary Sewer Lift Station Improvement Page 3 The design and construction document plans shall also include an add - alternate for a fixed emergency standby generator with a sound package. The design and construction document phase shall also provide for updating or replacing the lift station controls to operate with and communicate with the City's existing SCADA System. The project includes landscaping to provide a buffer to adjacent residential properties to the east. The Engineer shall assist City staff with gaining approval of the plans and specifications from permitting agencies for the project. Construction Management Phase Provide preparation of bid and contract documents. Provide evaluation of bids received and make a recommendation of award to the City Council. Provide review and approval of required shop drawings. Provide construction inspection services as needed including final inspection and certification of completion in accordance with the plans and specifications. Verification of pay estimates. General Provide a not -to- exceed cost to perform the report, design and construction document through bidding phase, and a separate not -to- exceed cost for construction management phase. The consultant should be prepared to make at least two (2) presentations to the City Council and as many meetings as necessary with City staff and others to obtain the information required to facilitate design. The City will provide the successful consultant with copies of as -built plans, previous reports, related studies, GIS data or other information available at the City. Consultants interested in submitting a proposal will be able to review these documents at the City offices. PROPOSAL CONTENTS 32 RFP — Chatham Road Sanitary Sewer Lift Station Improvement Page 4 1. Project Approach Should reflect the firm's understanding of the requirements of the project and present a task -by -task description of the work to be accomplished. Merely restating the scope of services will not be acceptable. 2. Schedule Should include a schedule depicting the task activities, their inter - relationships, and the projected completion dates. It should also contain a discussion of the firm's total staffing and its procedures for maintaining schedule compliance in the event of unforeseen delays or other circumstances. 3. Project Personnel Should outline the general responsibilities of the firms to be involved if more than one. Should also contain the names of personnel with key responsibilities for the work and a description of their role and duties for this job. It must also include an organizational chart for these people, delineating responsibilities and showing lines of authority and communication. It should also contain biographical resumes of these individuals with emphasis on their background on comparable projects and similar roles to those proposed for this project. 4. Relevant Experience Should discuss demonstrated experience of firm and project team with studies of similar scope and magnitude to the proposed study. 5. Performance Should demonstrate the ability of the firm to perform the project in a timely and cost - effective manner. 6. References Should contain references that may be contacted for the similar studies discussed in the Experience and Performance sections. 7. Benefits to Columbia Heights All things considered, summarize why you believe the City of Columbia Heights should retain your firm to perform this project. 33 RFP — Chatham Road Sanitary Sewer Lift Station Improvement Page 5 IV. EVALUATION CRITERIA AND SELECTION PROCEDURES Proposals will be evaluated on the following criteria: • Demonstrated understanding of the requirements of this project and the concerns of the City of Columbia Heights. • Relevance and suitability of the project approach and schedule. • Qualifications and expertise of the key personnel to be assigned and their proven ability to work together as a team on similar projects. • Experience of the firm and project team directly relating to this project. • Record of past performance on similar projects. • Comments and opinions provided by references. • Resources of the firm to conduct and complete this project in a satisfactory manner. Factors to be considered include size of the firm, current workload, and ability and willingness to commit the key personnel. • Clarification, conciseness and organization of the proposal. This proposal will be the only submittal for firm selection. The firm that the City believes to be the best qualified, based on the criteria above, will be invited to enter into negotiations to perform this project. If you have any questions, please contact me at 763 - 706 -3705. Sincerely, Kevin Hansen, P.E. Public Works Director /City Engineer 34 TASK LISTING CHATHAM ROAD SANITARY LIFT STATION City of Columbia Hcights 1. Security: Provide proximity card system for access control to the building (consistent with existing City system). 2. Building Condition /Appearance: Roof condition — evaluate for replacement. Door and frame and windows — evaluate for replacement. Exterior - Identify options to improve appearance, i.e., use brick standard of new City Facilities. Walkways - pave or concrete, intent to reduce maintenance. 3. Facility Safety: Building interior - Review and provide recommendations for: Ladders, fall protection, ventilation, heating, interior and exterior lighting, perimeter fencing, and lockout - tagout. 4. SCADA system Upgrade or replace all controls - currently trending is not working at the station. 5. Force main Evaluate size and condition. Evaluate condition/problems with receiving gravity line that is connected to the force main. 6. Station Conduct analysis of new pumps and motors. Is the lift station properly sized? (2) 7 -1/2 HP. Condition analysis of wet well — City staff will pump dry and clean for evaluation. Cursory Level cost estimate: Complete replacement vs. gut and retain structure with all new components. 7. Stand -by power. The portable generator used for this station is a 1972 trailer mounted Onan 30KW. Provide a bid alternate to add a stationary generator for this location. S. Infrastructure: Manhole #25D 10 located at Chatham Road and Golf Place is an outside drop MH - the drop is not working. 161 properties in collection area that are all SF or duplex. Service area is unlikely to expand or change much in the future. 9. Inflow and Infiltration: An I & I study was conducted in 1999 and is attached herein. The City will be conducting additional flow testing in the spring of 2014. Provide analysis of impact of I/I to station. Documents to be provided by the City: 1. AutoCAD and GIS mapping of collection system as overlay of city base map. 2. Monthly and annual pumping data, past five years. 3. 19991/I report. 4. Original plans and past rehabilitation projects at the station. 5. 1/1 flow data (spring of 2014). 35 CITY COUNCIL LETTER Meeting of: March 24, 2014 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS BY: Kevin Hansen BY: ITEM: EMERALD ASH BORER MANAGEMENT PLAN (EABMP) DATE: 3/19/2014 DATE: At the March 4, 2013 work session, information was presented to the City Council regarding the status of the Emerald Ash Borer in the metro area and the potential impact to Columbia Heights. Staff was directed to prepare an Emerald Ash Borer management plan or EABMP. Rather than just starting to treat public trees, staff has developed an overall management plan to proactively address EAB in Columbia Heights. Beginning with a qualitative inventory of public ash trees, the management plan makes a determination of ash trees worth saving, recommends a treatment plan to preserve the highest quality ash trees, and then provides an annual estimate of cost projected out 10 years for proactively managing our ash trees. Purpose of the Plan The purpose of the City of Columbia Heights EABMP is to prepare the City for the EAB infestation before it is discovered and to buffer its impact on the community. By developing a budget, the EABMP will help the City better distribute the costs associated with certain and widespread tree death over an extended time period. By taking a proactive approach toward EAB planning and preparation, the City can better position itself to deal with the ecological and financial impacts of EAB. Columbia Heights Public Ash Tree Inventory City staff completed an inventory of the ash trees on public land. The inventory included tree type, location, size, and condition. Tree size was measured in inches of diameter at breast height (DBH), or 4 -1/2 feet above ground. Tree condition was determined using a rating system of 2 -7, with descriptions assigned to each rating. Table 1 summarizes the results of the inventory. Table 1: Columbia Heights Public Ash Tree Inventor , 2013 Condition Rating Condition Description Total Trees Total DBH Average DBH 2 Excellent 7 97 14 3 Very Good 60 925 15.5 4 Good 343 5811 17 5 Fair 436 7480 17 6 Poor 77 1179 15 7 Critical 7 112 16 0 Unassigned 5 90 18 Columbia Heights Private Parcel Ash Survey To establish an estimate of private trees, a survey was conducted of the ash trees growing on private property within the city. The survey estimated the most likely number of ash trees growing on private property to be 2,117. With 6,175 private parcels in the city, there is approximately one ash tree for every three residential properties. Public Trees StrateQv Public trees are defined as those existing wholly or partially upon City -owned property, such as parks or on public right -of -ways including street boulevards or medians. Staff is recommending the following strategies for dealing with EAB management of public trees: • Protection of high - quality ash trees (condition 2 -4) with insecticides. • Removal of low - quality ash trees (condition 5 -7 and unassigned). • Replacement of removed public ash trees on a one -to -one basis. 36 CITY COUNCIL LETTER Meeting of: March 24, 2014 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS BY: Kevin Hansen BY: ITEM: EMERALD ASH BORER MANAGEMENT PLAN (EABMP) DATE: 3/19/2014 DATE: Page Two Private Trees Private trees are defined as those that exist wholly or partially upon privately owned land and exist outside of City easements and right -of -ways, such as in yards. EAB infestations, known or suspected on private property, will be handled by City staff in accordance with existing City ordinances (see Section 4.201 of the City Code). This section of the code gives the City the authority to enter upon private property to inspect private trees for tree pests and requires the property owner to remove the infested material. All infested material must be disposed of in accordance with the Minnesota Department of Agriculture EAB Quarantine information. The removal of dead and infested ash trees is the responsibility of the property owner. The current policy provides a subsidy equal to 25% of the removal cost, based on the current City tree removal contract pricing. Private ash trees outnumber public ash trees, which makes successful EAB management throughout the city partially dependent on citizen response. Public Education and Communication Staff recommends focusing on educating its citizens regarding EAB impacts and management through the following tools on the City's website: • An EAB informational page updated and maintained by City staff that addresses the EAB questions and concerns. • Creating an annual tree sale where the City will offer non -EAB susceptible trees at wholesale (bid) prices. • A contact list for resources for EAB information and management. Staff will also educate citizens through the following methods: • Attending community group meetings upon request. • Disseminating EAB information to targeted areas surrounding known infestations. • Collaborating with the University of Minnesota's Tree Care Advisors program and its educational workshops. 10 -year Budget and Implementation Costs (2 scenarios) Base Case (remove and replace): Assumes all low- quality public trees will be preemptively removed during years 1 -5 and each tree will be replaced the same year it is removed. No trees will be treated and are assumed to succumb to EAB in accordance with the well - established `EAB death curve" and be replaced the same year they are removed. Ash Tree Preservation Plan - ATP (remove, treat and replace): Varies from the Base Case in only one important respect —all high - quality trees will be treated (one -third of the trees every year). It assumes that 3% of the treated trees will succumb to EAB during the first 10 years and an additional 3% during years 1I- 20. As with the Base Case, all dead trees will be replaced the same year they are removed. 37 AGENDA SECTION: CONSENT NO: ITEM: EMERALD ASH BORER MANAGEMENT PLAN (EABMP) Page Three CITY COUNCIL LETTER ORIGINATING DEPARTMENT: PUBLIC WORKS BY: Kevin Hansen DATE: 3/19/2014 oI: CITY MANAGER BY: DATE: Staff is recommending the ATP plan beginning in 2014. It would involve removing approximately 60 ash trees and treating 100 -140 ash trees, within the 2014 adopted budget. The plan then recommends removing 116 trees each of the next four years to conclude with a planned removal of 524 ash trees in a five- year period. Staff would then bid out treatments for approximately 140 ash trees for the next 10 years (on a three - year repeating cycle). Estimated costs for removals, treatments, and replanting in years 1 -10 are found in Appendix E of the EABMP. The Park and Recreation Commission reviewed and discussed the EABMP at their February 26`x' regular meeting. Recommended Motion: Move to approve the Emerald Ash Borer Management Plan (EABMP) and authorize staff to obtain informal quotes for 2014 ash tree treatments. Attachment: EAB Management Plan COUNCIL ACTION: W City of Columbia Heights Emerald Ash Borer Management Plan a,e February 2014 W ACKNOWLEDGEMENTS Mayor and City Council Gary Peterson, Mayor Tammera Diehn, Councilmember Bruce Nawrocki, Councilmember Donna Schmitt, Councilmember Robert "Bobby" William, Councilmember PARKS AND RECREATION COMMISSION Eileen Evans, Chair Tom Greenhalgh, Vice Chair Sean Clerkin, Jr. Stan Hoium Kevin McDonald David Payne Marsha Stroik Gary Peterson, Council Representative City Staff Kevin Hanson, Public Works Director Lauren McClanahan, Public Works Superintendant Consultant bi IN I On I ON RailnbowTre -COre Rainbow Treecare 11571 K -Tel Drive Minnetonka MN, 55343 Phone: 952 - 922 -3810 Emerald Ash Borer Management Plan City of Columbia Heights 40 Table of Contents Introduction..................................................................................... ............................... Purposeof the Plan ................................................................. ............................... The Emerald Ash Borer Infestation ......................................... ............................... Tree Inventories and Surveys ............................................. ............................... Columbia Heights Public Ash Tree Inventory ......... ............................... Table 1: Columbia Heights Ash Tree Inventory, 2013 .............. Columbia Heights Private Parcel Ash Survey ......... ............................... Strategies for Public Trees ................................................. ............................... Protection of High - Quality Public Ash Trees with Insecticides ............. Removals Page ........... 1 ........... 1 ........................ 2 ........................ 2 ........................ 2 ........... 3 ........... 3 ........... 3 ........... 4 ........... 4 ........... 4 4 ............................................................................. ............................... Canopy Replacement and Care ........................................... ............................... Strategies for Private Trees ............................................................. ............................... Responding to EAB Infestations on Private Property ......... ............................... Removal Private Ash Trees .................................... ............................... Public Education and Communication ............................... ............................... City Budget and Anticipated Implementation Costs and Benefits ................... About the Cost Benefit and Budget Analysis ............................ ............................ 5 ............................ 5 / 1 .............. ............................... Findings of the Cost and Benefit Analysis ..................... ............................... Budget........................................................................... ............................... Table 2: Budget Assumptions and Calculations ............................... Appendices: Appendix A: Appendix B: Appendix C: Appendix D: Appendix E: Web Resources Columbia Heights Private Parcel Ash Survey Cost and Benefit Findings Comparative Charts of Costs and Benefits Budget Summary for Years 1 -20 Emerald Ash Borer Management Plan City of Columbia Heights 41 ...................... 5 ...................... 8 ...................... 9 ...................... 9 Introduction Public trees provide numerous environmental services to the City of Columbia Heights (City). These services include reducing rainfall that reaches storm drains and increasing rainfall that penetrates the soil. Trees also improve air quality by absorbing and intercepting pollutants and providing shade and windbreaks to buildings, which lowers the heating and cooling needs and reduces the pollutants created during energy production. These environmental services contribute to higher property values and decreased crime rates compared to similar properties that do not contain trees. When the quantifiable environmental benefits of trees are weighed against the costs (e.g. purchase, planting, pruning, and removal), the benefits outweigh the costs by a margin of about three to one. According to the Public Ash Tree Inventory conducted by City staff, 935 ash trees are growing on boulevards and public spaces within the City, and all of them are at risk of being killed by the emerald ash borer (EAB). Discovered in Minnesota in 2009, EAB is spreading across the metro area. If not already in the City, it will soon arrive. As of February 2014, the nearest known EAB infested tree is 3 miles from the City's borders.' To replace the 935 trees that could be lost to EAB, thousands more would need to be planted to maintain and expand the City's tree cover. Purpose of the Plan The purpose of the City of Columbia Heights Emerald Ash Borer Management Plan (Plan) is to prepare the City for the EAB infestation before it is discovered, and to buffer its impact on public and private property throughout the community. The Plan will help the City distribute the costs associated with certain and widespread tree death over an extended time period, and lessen the social and economic impacts on the quality of life in the City. By taking a proactive approach toward EAB planning and preparation, the City can better position itself to deal with the ecological and financial impacts of EAB and help prevent the City from being caught off guard. The Director of Public Works will lead the City's efforts to implement and follow up on the provisions of this Plan, with assistance from the Public Works Superintendent and the Parks Foreman. The Emerald Ash Borer Infestation The emerald ash borer, Agrilus planipennis, is an exotic beetle from Asia that was discovered in the United States during the summer of 2002 near Detroit, Michigan. The adult beetles nibble on ash foliage but cause little damage. However, the larvae (during the beetle's immature stage) feed on the inner bark of ash trees and disrupt the tree's ability to transport water and nutrients. EAB may take years to build populations large enough to infest an entire tree, but 1 According to the Minnesota Department of Agriculture Emerald Ash Borer Status Map. http: / /gis.mda.state,mn.us /eab/ Emerald Ash Borer Management Plan Page 11 City of Columbia Heights 42 once an ash tree is infested, it has almost zero chance of survival. The current evidence from Michigan and Ohio shows that it takes five to ten years to infest and kill the majority of the ash trees in a city. Cities infested with this devastating pest have lost tens of millions of ash trees and endured costs that have reached into the billions. It is highly likely the pest is currently attacking trees in the City but has yet to be discovered. The complete loss of ash trees throughout the City due to EAB would have a devastating effect on home values, quality of life, and the environment if the City does not begin to act. Tree Inventories and Surveys To anticipate the effects of the imminent EAB infestation, the City and Rainbow Treecare (RTC) conducted a Public Ash Tree Inventory and Private Parcel Ash Tree Survey. Columbia Heights Public Ash Tree Inventory City staff completed an inventory of the ash trees on public building sites, parks and on City Right -of -ways. Staff collected a variety of useful information including tree type, location, size, and condition. Tree size was measured in inches of diameter at breast height (DBH). Tree condition was determined using a rating system of 2 -7, with descriptions assigned to each rating. Table 1 summarizes the results of the inventory: Table 1: Columbia Heights Public Ash Tree Inventory, 2013 Condition Rating Condition Description Total Trees Total DBH Average DBH 2 Excellent 7 97 14 3 Very Good 60 925 15.5 4 Good 343 5811 17 5 Fair 436 7480 17 6 Poor 77 1179 15 7 Critical 7 112 16 0 Unassigned 5 90 18 Columbia Heights Private Parcel Ash Survey In September 2013, Rainbow Treecare (RTC) conducted a survey of the ash trees growing on private property within the City. A survey is not an inventory. An inventory counts and measures each individual tree. A survey is an appropriate alternative because it gathers a sufficient sampling of trees to be statistically representative of the whole. The Columbia Heights Private Parcel Ash Survey was designed to give a statistically valid estimate of the number of trees growing on private property within the City. RTC first determined the total number of private parcels in the City using publicly available information, 6,175 parcels, randomly selected Emerald Ash Borer Management Plan City of Columbia Heights 43 Page 12 105 private parcels, and surveyed them for ash trees. Thirty six of the private parcels surveyed contained ash trees with a total of 41 ash trees counted. The survey estimated the most likely number of ash trees growing on private property to be 2,117. With 6,175 private parcels in the City, there is approximately one ash tree for every 3 residential properties. The survey sample has a 95% chance of representing the actual total private ash tree population. Strategies for Public Trees Public trees are defined as those existing wholly or partially upon City -owned property, such as parks or on public rights -of -way including street boulevards or medians. The City's strategies for dealing with EAB management of public trees are as follows: • Protection of high - quality ash trees (condition 2 -4) with insecticides. • Removal of low- quality ash trees (condition 5 -7 and unassigned). • Replacement of removed public ash trees on a one -to -one basis. Protection of High- Quality Public Ash Trees with Insecticides Because of the numerous benefits that trees provide to the City, efforts will be taken to protect high - quality public ash trees using chemical treatments. These treatments have been shown to be highly effective when used before EAB damage is visible, and they drastically reduce the costs associated with EAB management. Over a 10 -year period, 2.5 trees can be treated for the cost of removing and replacing a single tree. The City will utilize the trunk - injection application method for the insecticide, Emamectin Benzoate, on all public ash trees during the months between leaf emergence and leaf -drop. The City adopts a balanced management approach that will allow many of the high - quality trees to be preserved while removing low- quality trees that will eventually pose a hazard to the public. This plan calls for the treatment of 410 ash trees on public land that have been identified as high - quality trees. Removals Public ash tree removal will be prioritized based on quality. The lowest quality public trees will be removed first followed by those that are no longer assets to the community (unhealthy or miss - sited). During the development review process, staff will recommend that ash trees be prioritized for removal over other species when tree impacts cannot be avoided. The current City contractor will be utilized for all public ash tree removals. This plan calls for the removal of 525 low quality public ash trees. When EAB is discovered in Columbia Heights, removals will occur under the requirements and guidance of the Minnesota Department of Agriculture (MDA). Emerald Ash Borer Management Plan City of Columbia Heights 44 Page 13 Canopy Replacement and Care As the budget permits, removed public ash trees will be replaced with appropriate plantings selected to enhance the planting site and add to the diversity and general health of the urban forest. The City will attempt to maintain current canopy cover as determined by repeated "fly- over" analyses. New trees will be planted in accordance with the City's Tree Planting Specifications and with City ordinances related to tree diversity. No plantings will be made that cannot be adequately maintained. Strategies for Private Trees Private trees are defined as those that exist wholly or partially upon privately owned land and exist outside of City easements and right -of -ways, such as in yards. The City will utilize the following strategies when dealing with private ash trees that are infested with EAB: Responding to EAB Infestations on Private Property EAB infestations, known or suspected, on private property will be handled by City staff in accordance with existing City ordinances (See Section 4.201 of the City Code). This section of the Code gives the City the authority to enter upon private property to inspect private trees for tree pests and requires the property owner to remove the infested material. All infested material must be disposed of in accordance with the Minnesota Department of Agriculture EAB Quarantine information. Early detection and control of trees infested with EAB are important strategies for protecting surrounding ash trees. Removal of dying and dead ash trees on private property will become an increasingly important strategy as dead trees quickly become brittle and pose risks to people, property, and overhead utility lines due to falling limbs. Removal of Private Ash Trees Ultimately, the removal of dead and infested ash trees is the responsibility of the property owner (see 4.201 of the City Code). However, City resources will continue to be used to subsidize 25% of the removal cost of private trees based on the current City tree removal contract pricing. Private ash trees outnumber public ash trees, which makes successful EAB management throughout the City also depend on citizen response. Successful EAB management is enhanced when the City takes an active role in supporting private tree owners in the management process. Emerald Ash Borer Management Plan City of Columbia Heights 45 Page 14 Public Education and Communication The Mayor, City Council, Parks and Natural Resources Commission, and the community at large will receive periodic updates on the status of EAB in our community through normal channels. All media relations will follow normal City protocol. Public Works staff will continue to coordinate with the Minnesota Department of Agriculture and other entities concerned with EAB to ensure that the City is following the best practices for detecting and managing EAB. As timing and budget allow, staff will attend conferences, workshops, and seminars related to EAB. Staff will also maintain good communication with adjacent municipalities to ensure mutual awareness of EAB management strategies and to develop mutual aid and equipment sharing as appropriate. The City will endeavor to educate its citizens on EAB impacts and management through the following tools on the City's website: • An EAB informational page updated and maintained by City staff that addresses the EAB questions and concerns. • Advertisements of the annual tree sale where the City will offer non -EAB susceptible, trees at wholesale prices. • A contact list containing pertinent resources for EAB information and management. In addition to making information available on the website, City staff will also educate citizens through the following methods: • Attending community group meetings upon request. • Disseminating information to targeted citizens surrounding known infestations. • Appearing on local television programs. • Collaborating with the University of Minnesota's Tree Care Advisors program and its educational workshops. The Tree Care Advisors are a network of community -based volunteers under the direction of the University's Department of Forest Resources, who have been trained to give free or low -cost EAB educational workshops to the public. City Budget and Anticipated Implementation Costs and Benefits About the Cost, Benefit, and Budget Analysis Appendices C, D and E present the key findings of the cost and benefit analysis that compares two primary scenarios over a 20 -year study period. The first scenario, the Base Case, assumes all low- quality public trees will be preemptively removed during Years 1 -5 and each tree will be replaced the same year it is removed. No high - quality trees will be treated and are assumed to succumb to EAB in accordance with the well - established "EAB death curve" and be replaced the same year they are removed.. The scenario also accounts for the anticipated costs to provide a Emerald Ash Borer Management Plan City of Columbia Heights 46 Page 15 25% public subsidy of the tree and stump removal costs to private property owners who remove ash trees on their property. The second primary scenario, the Ash Tree Preservation Plan (ATP Plan), varies from the Base Case in only one important respect —all high - quality trees will be treated (1/3 of the trees every year). It assumes that 3% of the treated trees will succumb to EAB during the first 10 years and an additional 3% during Years 11 -20. As with the Base Case, all dead trees will be replaced the same year they are removed. The comparison of the two main scenarios account for tree size over time, costs, and tree benefits based on the National Tree Benefit Calculator. It also includes a third scenario that shows theoretical tree size and benefits as if there was no EAB infestation, and a treatment /no treatment scenario for an individual tree. Appendices C and D include tables and charts of the costs and benefit comparisons. Finally, Appendix E includes the 20 -year budget figures for the ATP Plan. The following lists the main components of the analysis: • Physical characteristics of the 3 tree groups: Since costs and tree benefits vary by tree size, the two scenarios take into account the different average tree sizes (DBH and cross - sectional area) and growth rates for each of the 3 groups of trees — high - quality trees (condition 2 -4), low- quality trees (condition 5 -7), and replacement trees.z • COStS:3 o Tree deaths and removals: • Mortality rates :4, 5 • EAB death curve • Treated trees • Replacement tree S6 Tree and trunk removal based on tree size at time of death? 2 Growth rates for trees from: "Predicting Dimensional Relationships for Twin Cities Shade Trees," Lee E. Frelich, Department of Forest Resources, University of Minnesota, June 1992. http: / /www.forestry. u mn.edu /prod /groups /cfans / @pub / @cfa ns /@ forestry/ documents /asset /cfans_asset_24976 9.pdf. 3 Cost estimates assume city crews perform the work at median wages and that the city pays wholesale prices for chemical treatments. If the city contracts the work out, costs must be escalated to account for corporate profit and possibly higher operating and chemical costs. 4 Source of the EAB "death curve:" "EAB- Induced Ash Mortality in the Upper Huron River Watershed, SE Michigan," OARDC, Ohio State University. http://www.oardc.ohio- state.edu /hermslab/ images/ Herms _EAB_Management_12_Feb_2013.pdf 5 Source for mortality rates for treated and untreated trees: McCullough, Deborah G.; Mercader, Rodrigo J.; "Evaluation of potential strategies to SLow Ash Mortality (SLAM) caused by emerald ash borer (Agrilus Planipennis): SLAM in an urban forest," International Journal of Pest Management, Vol. 58, No. 1, January —March 2012,9-23. 6 New trees have a higher mortality rate than mature trees. Plan assumes 5% of new trees will die in first year and 2% of the remaining trees over the next 5 years consistent with field studies. This will equal a 6.9% loss overall. Source: Purdue University EAB Cost Calculator. http: // extension .entm.purdue.edu /treecomputer/ Averages for tree and stump removal costs are from the City of Columbia Heights. Emerald Ash Borer Management Plan City of Columbia Heights 47 Page 16 • Replacement trees: ■ Cost of tree and planting$ ■ Additional costs related to the higher maintenance costs and mortality rates of new trees versus mature trees9 • ATP Plan treatments for surviving trees: Labor, materials, and overhead based on tree sizelo • Cost escalators during the peak of the infestation" • Return on investment analysis that accounts both for inflation and the time - value of money12 • Benefit analysis :l3 o Overall economic value o Property value increase o Blended benefit factor that accounts for different economic benefit rates by land use 14 o Stormwater interception • Conservation of electricity and natural gas • Carbon sequestration and avoidance • Calculation of how surviving trees offset the energy consumption and carbon emissions of average Minnesota households 15 S Source of estimates for purchase and planting of replacement trees: Rainbow TreeCare. New trees require more per -tree maintenance costs for pruning, watering, etc. The annual additional maintenance costs are based on: "Value, Benefits, and Costs of Urban Trees," Brian Kane, Assistant Professor, University of Massachusetts, Amherst, Jeff Kirwan, Extension Forestry Specialist, Virginia Tech. http: / /pubs.ext.vt.edu /420/420- 181/420 -181 pdf.pdf. 9 New trees require more per -tree maintenance costs for pruning, watering, etc. The annual additional maintenance costs are based on: "Value, Benefits, and Costs of Urban Trees," Brian Kane, Assistant Professor, University of Massachusetts, Amherst, Jeff Kirwan, Extension Forestry Specialist, Virginia Tech. http: / /pubs.ext.vt.edu /420/420- 181/420 -181 pdf.pdf.During the peak of the infestation, demand for all tree - related services (pruning, removals, replanting, treating, maintenance, debris management, etc.) will explode. For example, the pruning contract for the City of Fort Wayne Indiana increased 53% between the beginning and the peak of the infestation (personal communication with the City Arborist). This plan assumes the EAB death curve is an appropriate surrogate for the expected increases. 10 Assumed labor cost rate: Minnesota median hourly wage for pesticide handlers, sprayers, and applicators (source: http: / /www.bls.gov /oes /current /oes373012.htm #st) plus 25% in benefits. 11 During the peak of the infestation, demand for all tree - related services (pruning, removals, replanting, treating, maintenance, debris management, etc.) will explode. For example, the pruning contract for the City of Fort Wayne Indiana increased 53% between the beginning and the peak of the infestation (personal communication with the City Arborist). This plan assumes the EAB death curve is an appropriate surrogate for the expected increases. 12 Assumes 2% annual inflation and a 5% discount rate over the 20 -year budget period. 13 Source: National Tree Benefit Calculator: http : //www.treebenefits.com /caIcu Iator /treeinfor.cfm? zip= 55118& city= SAINT %20PAUL &state= MN &climatezone= Midwest 14 The National Tree Benefit calculations are based on ash trees on single - family residential lots. In order to account for the reduced economic benefits attributable to ash trees on multi - family and non - residential lots, the benefits are reduced on a pro -rata basis per the share that each land use category represents overall. is Sources for the calculations for energy and carbon offsets for the average Minnesota household are extensive and are available upon request. Emerald Ash Borer Management Plan City of Columbia Heights M Page 17 Findings of the Cost and Benefit Analysis • Overall costs: o By Year 10, every dollar invested in the ATP Plan preserves over 4 times as much DBH compared to having to pay for the Base Case: 7,000 additional inches of trunk diameter. o Assuming 2% annual inflation and 5% discount factor, the ATP Plan approach provides a return (i.e. additional dollars on top of the original investment) of $0.22 in Year 3 for every dollar invested, and a return as high as $3.37 in Year 7 for every dollar invested. Returns remain highly positive in Year 15 and Year 20. • If private tree owners preserve 5% of the private trees and the City provides a 25% subsidy of the removal costs for other private trees, the program will cost the City $216,000 over Years 1 -11. This equals 30% of the total costs for the ATP Plan with the subsidy program. • For the individual tree comparison, treatment preserves all of the tree's benefits for less than half of the costs of the no- treatment approach using less than 13 ounces of pesticide over each 10 -year period. • Tree value: o By Year 10, every dollar invested in the ATP Plan preserves over twice as much tree value compared to having to pay for the Base Case: $337,000 more in overall tree value. • By Year 10, every dollar invested in the ATP Plan preserves 33% more of the property value benefit from trees compared to the Base Case: $71,000 more. • By Year 10, every dollar invested in the ATP Plan preserves almost twice as much of the stormwater interception benefit compared to the Base Case: 4.4 million additional gallons. o By Year 10, every dollar invested in the ATP Plan preserves 1.5 times as much of the electricity conservation benefit compared to the Base Case: 470 megawatt hours more. Preserved trees offset the electricity consumption of 10 Minnesota households every year. o By Year 10, every dollar invested in the ATP Plan preserves 1.5 times as much of the natural gas conservation benefit compared to the Base Case: 65,600 more therms. Preserved trees offset the natural gas consumption of 21 Minnesota households every year. o By Year 10, every dollar invested in the ATP Plan preserves twice as much of the CO2 emission reduction benefit compared to the Base Case: 920 more tons. Preserved trees offset the CO2 emissions of 51 Minnesota households every year. Emerald Ash Borer Management Plan City of Columbia Heights Mel Page 18 Budget The City budget for 2014 includes $12,500 for EAB management and $65,000 for removal and replacement costs for ash and other public and private trees. The City goal is to remove and replace 60 low- quality ash trees in 2014 and 110 -115 additional trees each year until this group of trees is completely replaced (refer to Table 3). The ATP Plan implements the City budget amounts and tree removal and replacement expectations for 2014 and subsequent years. After reserving about $20,000 per year for Years 1 to 11 to subsidize the removal of private ash trees, there will be excess funds in 2014 that could be used to treat an additional 162 trees or remove and replace an additional 17 trees. Some of the money could also fund other EAB - related activities such as detection and trap trees, or a program to subsidize the treatment of private trees that contribute to the public realm. Appendix E provides budget detail for Years 1 -20. Table 2: Budget Assumptions and Calculations16 Current Budget ATP Plan 2014 7F2015 EAB management: 2014 budget need for treatments for EAB $12,500 1 $8,887 $9,232 Budget for removals and replacements (private and public ash and other trees): Dollars available in 2014 $65,000 Low - quality trees to be removed in 2014 60 60 Low - quality trees to be removed in subsequent years (Year 2 -5) 100 to 115 116 Removal costs for ash trees and stumps $19,241 $38,482 Replacement costs for ash trees $18,960 $37,581 Public subsidy rate for private tree removals 25% Expected average annual public subsidy over Years 1 -11 $19,848 $19,848 Total removal and replacement costs incl. public subsidy $58,047 $95,909 Remaining budget (EAB and removals) for removals and replacements of trees other than ash (includes excess funds from EAB budget) $10,566 Number of additional trees that can be removed and replaced with remaining budget 17 Number of additional trees that can be treated with remaining budget 162 Appendices: Appendix A: Web Resources Appendix B: Columbia Heights Private Parcel Ash Survey Appendix C: Cost and Benefit Findings Appendix D: Comparative Charts of Costs and Benefits Appendix E: Budget Summary for Years 1 -20 16 Cost estimates assume city crews perform the work at median wages and that the city pays wholesale prices for chemical treatments. If the city contracts the work out, costs must be escalated to account for corporate profit and possibly higher operating and chemical costs. Emerald Ash Borer Management Plan City of Columbia Heights 50 Page 19 Appendix A: Web Resources 1. Emerald ash borer http: / /www.emeraldashborer.info 2. Minnesota Department of Natural Resources on Emerald Ash Borer http: / /www.dnr. state. mn. us / invasives /terrestrialanimals /eab /index.html 3. United States Forest Service on Emerald Ash Borer http: / /www.nrs.fs.fed.us /disturbance /invasive species /eab/ 4. Stop the Beetle presented by the USDA http: / /stopthebeetle.info/ 5. Minnesota Department of Agriculture on Emerald Ash Borer http: / /www.mda.state.mn.us /eab 6. Emerald Ash Borer: Invasion of the Urban Forest and the Threat to North America's Ash Resource by Poland and McCullough http: / /originwww.nrs.fs.fed.us /pubs /irnl /2006 /nc 2006 Poland 003.pdf 7. HungryPests.com by the United States Department of Agriculture on Emerald Ash Borer http: / /www.hungrypests.com/ the - threat /emerald- ash - borer.php 8. Michigan Department of Agriculture and Rural Development on Emerald Ash Borer http: / /www.michigan.gov /mdard /0,4610,7- 125 -2390 18298--- ,00.html 9. University of Minnesota Extension on Emerald Ash Borer http: / /www.extension.umn.edu /garden/ insects /find /emerald- ash - borer /about/ 10. Michigan State University Extension on EAB http: / /msue.anr.msu.edu /resources /emerald ash boer website 11. Ohio Department of Agriculture on Emerald Ash Borer http: / /www.agri.ohio.gov /eab/ 12. Take Action for Trees http : / /www.takeactionfortrees.com 13. The Tree Geek on Emerald Ash Borer http: / /www.thetreegeek.com /emerald- ash - borer/ 14. Rainbow Treecare on Emerald Ash Borer http: / /www.rainbowtreecare.com/ common - problems /emerald- ash - borer/ 15. Stop the Emerald Ash Borer on Facebook https: / /www.facebook.com /stopthebeetle Videos 16. Time.com feature "Meet the Beetles" (3:41 run time) http: // content. time.com / time / video /plaVer/0,32068,1014292160001 2079432,OO.html 17. Emerald Ash Borer Research at Michigan State University (8:09 run time) http: / /www.youtube.com /watch ?v= QGoyrBJSnek 18. Invaders: Emerald Ash Borer by the Minnesota Department of Agriculture (6:19 run time) http: / /www.youtube.com /watch ?v= cbt70Efxp5s 19. The Lifecycle of the Emerald Ash Borer by the Minnesota Department of Agriculture (00:30 run time) Emerald Ash Borer Management Plan City of Columbia Heights 51 http: / /www.youtube.com /watch ?v= 9G- OeG632O1 20. University of Illinois Extension Video on Emerald Ash Borer Identification (12:49 run time) http: / /www.youtube.com /watch ?v =cUod bwOHCU Emerald Ash Borer Management Plan City of Columbia Heights 52 Appendix B RcinbowTreecare October 2, 2013 Private Parcel Ash Tree Survey For the City of Columbia Heights Summary In September 2013, Rainbow Treecare (RTC) conducted a survey of the ash trees growing on private property within the City of Columbia Heights (City). The survey estimated the most likely number of ash trees growing on private property to be 2,117. With 6,175 private parcels in the City, there is one ash tree for every three residential properties. The survey sample has a 95% chance of representing the total private ash tree population. Statistical methodology and validity Using standard statistical methods to design the appropriate degree of accuracy for this survey, RTC established a confidence interval of ± 10 %. The survey was designed to have a confidence level of 95% (95% confident that the actual number is within ±10 %). That range would allow for the total number of private ash trees to be between 2,096 and 2,138. The standard error (0.047) measures the survey's variation and gives the statistical likelihood that the estimate is near the true value. A smaller standard error means the estimate is less variable and therefore more likely to be accurate. RTC first determined 6175 to be the total number of private parcels in the City using publicly available information. 105 private parcels were chosen randomly and surveyed for ash trees. 36 of the surveyed private parcels contained ash trees with a total of 41 ash trees counted. The following table lists the survey characteristics. Private Ash Tree Survey Characteristics Confidence Level 95% Confidence Interval ± 10% Standard Error 0.047 Population (total number of parcels) 6,175 Sample Size (number of parcels) 105 Ratio of Population to Sample Parcels 58.81 Sample Mean .343 Sample Standard Deviation .477 Sample Variance .227 Sample Sum 36 Emerald Ash Borer Management Plan City of Columbia Heights 53 aw m 1 � , .. S OF dim t - . � a 4 ! u N ! I I - - 0.- it M _ " .. _.....�..� -. - o�ltak *�7.h4 ■t 3N:,a�.yTA�: i,r i:�.: T�S¢.tkYtgNp'Y tiYt� r :k -N YY�7N "N�.ft't t>r +uy N yam' VI tp..pt 7t .. Lt7 410 'Q 1 _ .mot .. _ _ _m.. ✓ _ Z Q N 4) rn Q u 2 Q •.— .__rnot;esat..�t.e� � t t V � � Q V� V EL ay W (1) U) 0 U) (1) LL (n :F 20 1 q�i OC o- CO 1 ■ 1 o. 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N M M 00 N O N 69 69 69 69 69 69 69 69 69 69 69 69 69 1 69 V3 6A 69 .fir N 0 7 0 0° In � 00 fhi» � N 00 00 N V1 M DO O N M n n L N O� �O �.. �.. d' Vi M N' T N M M N h R N C N M N 00 r 01 V1 N f'1 00 VI N 7 V W N_ M M 00 M W M vi 69 69 69 69 69 69 69 69 69 I 69 69 .1. O M O n 00 W 00 00 N� In •-' It N clw w 00 ' 00 C C ' O O L C'rno;a a0000 n" N s 69 69 69 69 69 69 69 69 69 69 6'] 69 69 69 69 vs 69 ' L O e F •'w � a a c h L F � C U F. r• .� N id DD "�' o H b Py W p PC G .`•.! U V v ° "" 16, U O N N U N U o a E y'� o o 6 y •' 8s E .� .W. o ni a 00 a L a s a s U U U U O O m a0 i0 v�wa� da dHwU �a F c t0 E E D cm N 1T m V N O a N E 0) N f0 QmQ N L .0 2 (6 E O U W CITY COUNCIL LETTER Meeting of. March 24, 2014 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER NO: I PUBLIC WORKS ITEM: APPROVE CHANGE ORDER NO. I FOR BY: K. Hansen BY: 2013 CONCRETE STREET REHABILITATION, DATE: 3/12/2014 DATE: PROJECT NO. 1302 Background: Many of the joints between the concrete panels were deteriorated. The anticipated repairs at the joints were a combination of partial depth milling with concrete patching and full depth removal and replacement. Once concrete removal started, it became evident that many of the joints were deteriorated to the point that full depth removal and replacement was needed. Due to field conditions, staff changed the repair from partial depth milling /concrete patching to full depth removal/ replacement. The other change order items included sawcut and removal of bituminous street /driveway, installing new concrete covers and castings at two catch basin locations and revising the size of manhole and catch basin castings to match field conditions. Analysis /Conclusions: Staff recommends approval of Change Order 1. Recommended Motion: Move to authorize Contract Change Order No. 1 for City Project No. 1302 to Interstate Improvement, Inc. of Faribault, Minnesota in the amount of $68,883.06 for a new contract amount of $770,242.56. Attachment: Change Order No. 1 COUNCIL ACTION: 59 CHANGE ORDER 1 Proicet: 2013 Concrete Street Rehabilitation Citv Prnieet.- 1302 Owner: City of Columbia Heights Date of Issuance: March 19, 2014 637 38 "' Avenue N.E. Columbia Heights, MN 55421 Contractor: Interstate Improvement, Inc. Engineer: City Engineer 16871 Canby Avenue P.O. Box 8 Faribault, MN 55021 You are directed to make the following changes in the Contract Documents: Description: Change in original contract price to compensate for additional work added to the contract by the City. No. Item Description Unit Quantity Unit Price Total Price Base Bid 1 Full depth repair (Type CD -LV or CA -LV) S.F. 840 $60.00 $50,400.00 2 Pavement replacement (Type CX) S.F. 670 $16.00 $10,720.00 Extra Items 3 Sawcut and remove bituminous street /driveway L.S. 1 $1,641.50 $ 1,641.50 4 Install catch basin concrete cover Ea. 2 $695.18 $ 1,390.36 5 24" MH castings and Low profile CB castings L.S. 1 $4,731.20 $ 4,731.20 $68,883.06 Purpose of Change Order: The contract has been modified to include additional quantities for installation of full depth concrete repairs, removal of bituminous street /driveway, catch basin repairs, and substitute castings. CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIME Original Contract Price: Original Contract Time: $701,359.50 Previous Change Orders No. _ to No. _ Net Change from Previous Change Order: None Contract Price Prior to this Change Order: Contract Time Prior to this Change Order: $701,359.50 Net Increase (Decrease) of this Change Order: Net Increase (Decrease) of Change Order: $ 68,883.06 Contract Price with all Approved Change Orders: Contract Time with Approved Change Orders: $770,242.56 Recommended Approved By: By: City Engineer Interstate Improvement. City Manager Walt Fehst Mayor Gary Peterson Date of Council Action •1 CITY COUNCIL LETTER AGENDA SECTION: CONSENT NO: ITEM: FINAL PAYMENT FOR COMMERCIAL WATER METER PROGRAM, PROJECT 1309 ot: March 24, 2014 ORIGINATING DEPARTMENT: CITY PUBLIC WORKS / FINANCE I MANAGER BY: K. Hansen BY: DATE: March 19, 2014 DATE: Background: The City of Columbia Heights has now updated all of the water meters throughout the City. The first program for all residential meters was completed in 2000, with the change out of over 5,500 meters. In 2011 all of the batteries for that system were successfully replaced. In 2013, the Council authorized the replacement of all of the remaining water meters in town for the non - residential or commercial accounts. That project is now complete. Issues: A total of 350 water meters have been replaced by Ferguson Waterworks installing Neptune water meters and radios. The final contract amount of $193,488.79 was $20,748.26 under the original contract award. The final payment to Ferguson is $17,714.00. Recommended Motion: Move to accept the work for Commercial Water Meter Replacement Program, City Project No. 1309, and authorize final payment of $17,714.00 to Ferguson Waterworks, Inc. of Blaine MN. COUNCIL ACTION: M- CITY COUNCIL LETTER Meeting of March 24, 2014 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER NO: I PUBLIC WORKS ITEM: FINAL COMPENSATING CHANGE BY: K. Hansen BY: ORDER AND FINAL PAYMENT FOR DATE: 3/11/2013 DATE: MISCELLANEOUS CONCRETE PROJECT NO. 1300 Background: The contractor has completed the 2013 Miscellaneous Concrete Repairs and Installations. This annual program consisted of curb and gutter, driveway, and sidewalk improvements /repairs throughout the city. The change order consists of work approved by the City Council, as well as typical work added during Phase 2 of the contract. A spreadsheet with the fund distribution is attached. Analysis /Conclusions: The Miscellaneous Concrete Program is set up on an annual basis with a preliminary estimate of quantities for the entire year. The quantities of work will vary from year to year based upon actual work performed in the two phases (late spring and fall). Staff recommends approval of the compensating change order and final payment to Ron Kassa Construction, Inc. and acceptance of the work. A copy of the change order and the Engineer's Report of Final Acceptance is attached. Recommended Motion: Move to approve the final compensating change order and accept the work for 2013 Miscellaneous Concrete Repairs and Installations, City Project No. 1300, and authorize final payment of $2,048.94 to Ron Kassa Construction, Inc. of Elko, Minnesota. Attachment: Change Order Engineer's Report of Final Acceptance Fund Distribution Spreadsheet COUNCIL ACTION: 62 CITY OF COLUMBIA HEIGHTS ANOKA COUNTY, MINNESOTA ENGINEER'S REPORT OF FINAL ACCEPTANCE 2013 MISCELLANEOUS CONCRETE REPAIRS AND INSTALLATIONS CITY PROJECT NUMBER 1300 March 19, 2014 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 Ron Kassa Construction, Inc. The work consisted of curb and gutter, driveway, and sidewalk improvements /repairs throughout the City. In addition, a concrete plaza was constructed in Huset Park. The contractor has substantially 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 $10,294.70 CHANGE ORDERS $25,749.50 FINAL CONTRACT AMOUNT $36,044.20 FINAL WORK APPROVED $36,038.80 ALL PRIOR PAYMENTS ($33,989.86) BALANCE DUE $ 2,048.94 Sincerely, CITY OF COLUMBIA HEIGHTS Kevin R. Hansen City Engineer 63 W W U Z 0 U U) D 00 w° Z� Q � U J W W U0 � d Ict 0 0 0 0 0 00 0 0 0 0 0 0 0 J 0 0 O 0 0 O ti 0 0 O O (D U� Oo Z 00 00 00 (D co V 00 O OriO N M N LO E91 19 r W V OD � O r In M O O M V' O co t.() r- 00 r- 00 NN N O cl) 00 69 ; F-' Q EA 60 6q ffl E H3 EH 64 Cl) U w o 0 0 0 0 0 0 0 0 0 0 0 0 O 2I o o C6 00 661 06 C,5 cD ri j D7 O) N d a- I lb V V O 00 m c0 z A O O O c U O V O (D OA) :D M N O 0 LO O N N O N N N O Y O- Q) < d1 co Efl Q ER b4 > > EA d O O O O O O O ZI O O M Cl) Q co ( (�D (�D D m m 0) m co d O O O O N cD N O O ro Z M N (D 0) M 00 'cY I- O CO M 0 ;I-N moo- ifl� c v> Q ka Z QI o 0 0 C. o 0 00 0 c(D COD co N N O O 00 cD O O (n Z r- M N n O M V 16 D 0) t` � V (D LO U) LO J 0 ;1- CO O c _N 64 64 N m O Q 69 V V m 0 0 O O 00 Z co U) QI r O N_ O � O O O O O O O O Z O O co N V O m N LO D co 00 L O M M co .f4 ER ffl 6 64 � Ef3 N N v U Q as o 0 0 0 0 0 d Q O N N V N co 0 0 0 0 O O O O OO O�-. N V r- "N Z fv co rl- �v c D o v O 0 rn mOD m ;;t N O H4i; rN c � o Q <» cn Z o 0 0 0 0 0 Q :D N N LO t.[) D) LO O LO L WI O 0 O 0 O O O 0 O 6) O 0 c0 c0 0 CD 0 N O O o 9 0 0 Ln Z L) � W � N co N M — Cl) O O� . co V) fR (A EA Eft ER iR cfl V) co EH lui EA c O a) CL C � — Y 41 ns a> > O a> .Q p U a) a) °� `0 m c�a o a? ° ai 0 3° E c 9 >� Ql _ O a3 O O � co -0 V 'D m Y U N D U U a U > > a) > i > 2 f6 a) O o N 0 O N o E c c E c Er- E c c W U � 0 0 � U � 0 � 0 Q V v Ict CITY COUNCIL LETTER Meeting of: March 24, 2014 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER NO: I PUBLIC WORKS ITEM: 2014 AGREEMENT FOR BY: K. Hansen BY: RESIDENTIAL RECYCLING PROGRAM WITH DATE: 3/19/2014 DATE: ANOKA COUNTY (ANNUAL SCORE GRANT) Background: The City of Columbia Heights has annually received funding from Anoka County in support of our recycling program. The attached Agreement for Residential Recycling Program (Appendix A), or "SCORE Agreement ", with Anoka County covers the 2014 calendar year. The SCORE Agreement with Anoka County authorizes the City to apply for funding supporting the Residential Recycling Program and the City's Recycling Drop -off Center that allows us to receive reimbursements up to $50,005 of eligible expenses. Again this year, the SCORE Agreement has enhancement funds available for items such as drop -off center improvements, parks recycling, community event recycling, as well as to enhance current recycling programs (see attachment B of the SCORE Agreement), providing an additional $35,001 in reimbursement funds. Analysis /Conclusions: In 2013 the City received the full amount of the $56,565 allotment per the previous agreement, plus an additional $12,000 of remaining year -end funds distributed by Anoka County. The 2013 SCORE tonnage report from the County (Appendix B) showed the City achieved 96% of the recycling goal, although it should be noted Columbia Heights residents have increased recycling over 30% since 2009. The SCORE goal for 2014 is 1,818 tons which is a 1.5% increase from 2013. The agreement amount will not be affected as long as an acceptable plan is developed to increase recycling the following year. Public Works proposes the following additional activities, beyond the base agreement: 1. Mail an additional recycling promotion flyer citywide. 2. Continue outreach to apartment managers, including providing flyers in various languages and recycling baskets for apartment units. 3. Subsidize curbside electronics collection whereas residents would only pay per item disposal fees, thus avoiding trip charges and other overhead expenses. The cost and feasibility of conducting this will depend on contract extension negotiations with the refuse contractor. If the above electronics option is not feasible we will add electronics collection to the October fluorescent bulb event. The grant would cover the vendor and city overhead charges and residents would only pay per item disposal costs. 4. Explore different organics collection programs and best practices that would work for future implementation of citywide organics collection. Also review household "starter" kits and promotions. 5. The City currently has a refuse and recycling survey for residents to complete and provide information regarding current and future ideas for waste reduction and recycling. Recommended Motion: Move to authorize the Mayor and City Manager to execute the annual SCORE Agreement for Residential Recycling Program with Anoka County to provide cooperation between the City and the County in the implementation of the Residential Recycling Program and with funding available up to $85,006 as reimbursement for eligible expenses. Attachments: Anoka County 2014 SCORE Letter and Agreement 2013 Municipal Recycling Report COUNCIL ACTION: M, s Date: January 3, 2014 APPENDIX A COUNTY OF AI' OKA Integrated Waste Management Department Government Center 2100 3rd Avenue, STE 340 • Anoka, Minnesota 55303 -5032 763 - 323 -5730 c Fax 763 - 323 -5731 lanai • recycleacoAnoka mn.us wwwAnokaCounty udrecycle Memo To: Municipal Recycling Coordinators From: Sue oll, Solid Waste Specialist Regarding: Municipal Contracts for 2014 Funding and Goals The 2014 Residential Recycling Agreements include a faxed base of $10,000 for each municipality and $5.00 per household. In addition, targeted program funds are available for specific program areas and funds may be used for problem materials and yard waste/organics. The household count is based on the latest population and household estimate available from the Metropolitan Council. This funding allocation is not dependent upon the receipt of the second SCORE allocation but will use reserve funds if the second grant payment is not received in the spring of 2014. The 2014 funding includes enhancement funds for the following program areas: Full service drop-off recycling centers — $30,000 Monthly drop -off recycling centers — $10,000 to $15,000 depending on the number of households* Park and Event Recycling — $2,000 to $6,000 depending on the number of households ** Curbside and Multi-Unit Recycling — $2,000 to $6,000 depending on the number ofhouseholds ** Enhancement Grant $1 /Household *Up to 4,999 HH $10,000 and 5,000 HH and up $15,000 * *Up to 2,000 HH $2,000, 2001 — 4,999 HH, $4,000 and 5,000 HH and up, $6,000 In addition, this year your contract includes a change order of up to 10% of your total allocation. The proposed 2014 municipal recycling goal is 190 pounds per person for single family households (up to 4 units) and 175 pounds per person for multi-unit households (5 units or more). This goal reflects the estimated tonnage needed to assist the county in achieving its recycling goal as established by the State of Minnesota. The goals have been set to reflect the differences between single family, and multi -unit housing. Three copies of the contract have been enclosed for signature by your municipality. Please have all three signed and fill in the 2014 Municipal Funding Request — Attachment B. Each contract must have a completed Attachment B. Mail all three signed copies back to our department and we will obtain remaining signatures. Thank you for your cooperation and efforts to reduce waste and increase the amount of material recycled in our county. Please do not hesitate to contact me if you have any questions regarding this information. Affirmative action / Equeipportunity Employer Printed on 50% recycled paper o Ich 30% is post - consumer Anoka County Contract # 2013 -0340 AGREEMENT FOR RESIDENTIAL RECYCLING PROGRAM THIS AGREEMENT made and entered into on the 1st day of January, 2014, notwithstanding the date of the signatures of the parties, between the COUNTY OF ANOKA, State of Minnesota, hereinafter referred to as the "COUNTY ", and the CITY OF COLUMBIA HEIGHTS, hereinafter referred to as the "MUNICIPALITY". WITNESSETH: WHEREAS, Anoka County will receive $818,365 in funding from the State of Minnesota pursuant to Minn. Stat. § 115A.557 (hereinafter "SCORE funds ") and $270,984 in funding pursuant to Minn. Stat. § 473.8441 (hereinafter "LRDG funds ") during 2014 and WHEREAS, Anoka County also has additional budgeted program funding available to supplement SCORE and LRDG funds for solid waste recycling programs; and WHEREAS, the County wishes to assist the Municipality in meeting recycling goals established by the Anoka County Board of Commissioners by providing said SCORE and LRDG funds to cities and townships in the County for solid waste recycling programs. NOW, THEREFORE, in consideration of the mutual covenants and promises contained in this Agreement, the parties mutually agree to the following terms and conditions: 1. PURPOSE. The purpose of this Agreement is to provide for cooperation between the County and the Municipality to implement solid waste recycling programs in the Municipality. 2. TERM. The term of this Agreement is from January 1, 2014 through December 31, 2014, unless earlier terminated as provided herein. 3. DEFINITIONS. a. "Problem material" shall have the meaning set forth in Minn. Stat. § 115A.03, subdivision 24a. b. "Multi -unit households" means households within apartment complexes, condominiums, townhomes, mobile homes and senior housing complexes. c. . "Opportunity to recycle" means providing recycling and curbside pickup or collection centers for recyclable materials as required by Minn. Stat. § 115A.552. d. "Recycling" means the process of collecting and preparing recyclable materials and reusing the materials in their original form or using them in manufacturing processes that do not cause the destruction of recyclable materials in a manner that precludes further use. e. "Recyclable materials" means materials that are separated from mixed municipal solid waste for the purpose of recycling, including paper, glass, plastics, metals, fluorescent lamps, major appliances and vehicle batteries. f. Refuse derived fuel or other material that is destroyed by incineration is not a recyclable material. g. "Yard waste" shall have the meaning set forth in Minn. Stat. § 115A.03, subdivision 38. Me 4. PROGRAM. The Municipality shall develop and implement a residential solid waste recycling program adequate to meet the Municipality's annual recycling goal of 1,818 tons of recyclable materials as established by the County. The Municipality shall ensure that the recyclable materials collected are delivered to processors or end markets for recycling. a. The Municipal recycling program shall include the following components: L Each household (including multi -unit households) in the Municipality shall have the opportunity to recycle at least four broad types of materials, such as paper, glass, plastic, metal and textiles. ii. The recycling program shall be operated in compliance with all applicable federal, state, and local laws, ordinances, rules and regulations. iii. The Municipality shall implement a public information program that contains at least the following components: (1) One promotion is to be mailed to each household focused exclusively on the Municipality's recycling program; (2) One promotion advertising recycling opportunities available for residents is to be included in the Municipality's newsletter or local newspaper; and (3) Two community outreach activities at municipal events to inform residents about recycling opportunities. The public information components listed above shall focus on all recyclable materials and the various opportunities to recycle within the Municipality. iv. The Municipality, on an ongoing basis, shall identify new residents and provide detailed information on the recycling opportunities available to these new residents. v. The Municipality shall regularly attend the monthly Solid Waste Abatement Advisory Team meetings. b. The Municipality is encouraged to expand its recycling program to include one or more of the following components in order to receive additional funding. L Organize either 1) spring and fall clean -up /recycling drop -off events, or 2) monthly (at least 8 during the course of the year) recycling drop offs which can be held in conjunction with a neighboring municipality on a cooperative basis for the citizens of both Municipalities. ii. Provide a community event recycling program, which at a minimum would consist of providing recycling opportunities at all Municipal sponsored events and festivals. The feasibility of adding organics collection at the event may also be explored and added to the event as an enhancement to the waste abatement program. iii. Provide the opportunity for citizens to engage in recycling activities at municipal parks. iv. Organize and manage a Full Service Recycling Drop -off Center. V. Develop enhanced recycling promotion and assistance for multi - units. c. If the Municipality's recycling program did not achieve the Municipality's recycling goals as established by the County for the prior calendar year, the Municipality shall work with the County to prepare a plan to achieve the recycling goals set forth in this Agreement. .: 5. REPORTING. The Municipality shall submit the following reports semiannually to the County no later than July 20, 2014 and January 20, 2015: a. An accounting of the amount of waste which has been recycled as a result of the Municipality's activities and the efforts of other community programs, redemption centers and drop -off centers. For recycling programs, the Municipality shall certify the number of tons of each recyclable material which has been collected and the number of tons of each recyclable material which has been marketed. For recycling programs run by other persons or entities, the Municipality shall also provide documentation on forms provided by the County showing the tons of materials that were recycled by the Municipality's residents through these other programs. The Municipality shall keep detailed records documenting the disposition of all recyclable materials collected pursuant to this agreement. The Municipality shall also report the number of cubic yards or tons of yard waste collected for composting or land spreading, together with a description of the methodology used for calculations. Any other material removed from the waste stream by the Municipality, i.e. tires and used oil, shall also be reported separately. b. Information regarding any revenue received from sources other than the County for the Municipality's recycling programs. c. Copies of all promotional materials that have been prepared by the Municipality during the term of this Agreement to promote its recycling programs. The Municipality agrees to furnish the County with additional reports in form and at frequencies requested by the County for financial evaluation, program management purposes, and reporting to the State of Minnesota. 6. BILLING AND PAYMENT PROCEDURE. The Municipality shall. submit itemized invoices semiannually to the County for abatement activities no later than July 20, 2014 and January 20, 2015. Costs not billed by January 20, 2015 will not be eligible for funding. The invoices shall be paid in accordance with standard County procedures, subject to the approval of the Anoka County Board of Commissioners. 7. ELIGIBILITY FOR FUNDS. The Municipality is entitled to receive reimbursement for eligible expenses, less revenues or other reimbursement received, for eligible activities up to the project maximum as computed below, which shall not exceed $85,006. The project maximum for eligible expenses shall be computed as follows: a. A base amount of $10,000.00 for recycling activities only; and b. $5.00 per household for recycling activities only; and C. As provided according to the schedule in Attachment A for each of the following services: Full Service Recycling Drop -off Center, Spring /Fall or Monthly Drop -off events; Municipal Park Recycling; Community Event Recycling; and Multi -unit Recycling; and d. After considering the 2014 Municipal Funding Request (Attachment B) designating the additional Grant Projects that the City will undertake in the upcoming year; and e. Including an additional change order contingency of up to 10% of the total of the first four items in this list. .• Notwithstanding any provision to the contrary, the County reserves the right to reduce the funding provided hereunder in the event the City does not undertake and complete the additional Grant Projects referenced in Attachment B. 8. RECORDS. The Municipality shall maintain financial and other records and accounts in accordance with requirements of the County and the State of Minnesota. The Municipality shall maintain strict accountability of all funds and maintain records of all receipts and disbursements. Such records and accounts shall be maintained in a form which will permit the tracing of funds and program income to final expenditure. The Municipality shall maintain records sufficient to reflect that all funds received under this Agreement were expended in accordance with Minn. Stat. § 115A.557, subd. 2, for residential solid waste recycling purposes. The Municipality shall also maintain records of the quantities of materials recycled. All records and accounts shall be retained as provided by law, but in no event for a period of less than five years from the last receipt of payment from the County pursuant to this Agreement. 9. AUDIT. Pursuant to Minn. Stat. § 16C.05, the Municipality shall allow the County or other persons or agencies authorized by the County, and the State of Minnesota, including the Legislative Auditor or the State Auditor, access to the records of the Municipality at reasonable hours, including all books, records, documents, and accounting procedures and practices of the Municipality relevant to the subject matter of the Agreement, for purposes of audit. In addition, the County shall have access to the project site(s), if any, at reasonable hours. 10. GENERAL PROVISIONS. a. In performing the provisions of this Agreement, both parties agree to comply with all applicable federal, state or local laws, ordinances, rules, regulations or standards established by any agency or special governmental unit which are now or hereafter promulgated insofar as they relate to performance of the provisions of this Agreement. In addition, the Municipality shall comply with all applicable requirements of the State of Minnesota for the use of SCORE funds provided to the Municipality by the County under this Agreement. b. No person shall illegally, on the grounds of race, creed, color, religion, sex, marital status, public assistance status, sexual preference, handicap, age or national origin, be excluded from full employment rights in, participation in, be denied the benefits of, or be otherwise subjected to unlawful discrimination under any program, service or activity hereunder. The Municipality agrees to take affirmative action so that applicants and employees are treated equally with respect to the following: employment, upgrading, demotion, transfer, recruitment, layoff, termination, selection for training, rates of pay, and other forms of compensation. c. The Municipality shall be responsible for the performance of all subcontracts and shall ensure that the subcontractors perform fully the terms of the subcontract. The Agreement between the Municipality and a subcontractor shall obligate the subcontractor to comply fully with the terms of this Agreement. d. The Municipality agrees that the Municipality's employees and subcontractor's employees who provide services under this agreement and who fall within any job classification established and published by the Minnesota Department of Labor & 4 70 Industry shall be paid, at a minimum, the prevailing wages rates as certified by said Department. e. It is understood and agreed that the entire Agreement is contained herein and that this Agreement supersedes all oral and written agreements and negotiations between the parties relating to the subject matter hereof. Any amendments, alterations, variations, modifications, or waivers of this Agreement shall be valid only when they have been reduced to writing, duly signed by the parties. g. Contracts let and purchases made under this Agreement shall be made by the Municipality in conformance with all laws, rules, and regulations applicable to the Municipality. h. The provisions of this Agreement are severable. If any paragraph, section, subdivision, sentence, clause or phrase of this Agreement is for any reason held to be contrary to law, such decision shall not affect the remaining portion of this Agreement. i. Nothing in this Agreement shall be construed as creating the relationship of co- partners, joint venturers, or an association between the County and Municipality, nor shall the Municipality, its employees, agents or representatives be considered employees, agents, or representatives of the County for any purpose. 11. PUBLICATION. The Municipality shall acknowledge the financial assistance of the County on all promotional materials, reports and publications relating to the activities funded under this Agreement, by including the following acknowledgement: "Funded by the Anoka County Board of Commissioners and State SCORE funds (Select Committee on Recycling and the Environment). 12. INDEMNIFICATION. The County agrees to indemnify, defend, and hold the Municipality harmless from all claims, demands, and causes of action of any kind or character, including the cost of defense thereof, resulting from the acts or omissions of its public officials, officers, agents, employees, and contractors relating to activities performed by the County under this Agreement. The Municipality agrees to indemnify, defend, and hold the County harmless from all claims, demands, and causes of action of any kind or character, including the cost of defense thereof, resulting from the acts or omissions of its public officials, officers, agents, employees, and contractors relating to activities performed by the Municipality under this Agreement. The provisions of this subdivision shall survive the termination or expiration of the term of this Agreement. 13. TERMINATION. This Agreement may be terminated by mutual written agreement of the parties or by either party, with or without cause, by giving not less than seven (7) days written notice, delivered by mail or in person to the other party, specifying the date of termination. If this Agreement is terminated, assets acquired in whole or in part with funds provided under this Agreement shall be the property of the Municipality so long as 71 said assets are used by the Municipality for the purpose of a landfill abatement program approved by the County. IN WITNESS WHEREOF, the parties hereunto set their hands as of the dates first written above: CITY OF COLUMBIA HEIGHTS COUNTY OF ANOKA By: By: Name: Title: Date: By: Municipality's Clerk Date: Approved as to form and legality: rel Rhonda Sivarajah, Chair Anoka County Board of Commissioners Date: By: Jerry Soma County Administrator Date: Approved as to form and legality: Assistant County Attorney 72 2014 Municipal Funding Request Attachment B The City of Columbia Heights is requesting the following funding for their municipal efforts in 2014. Grant Projects Eligible Allocations Amount Requested Municipal Grant Funding Allocation $50,005 $50,005 Full Service Drop -off Center Allocation (Staffed recycling center, open a minimum of 3 days per week, collecting mattresses, traditional recyclables, scrap metal, carpet, etc. $30,000.00 Monthly Drop -off Center (at least 8 per year) $15,000 $ 15,000 Municipal Park/Community Event Recycling $6,000 $ 6,000 Multi -Unit /Curbside Recycling $6,000 $ 6,000 Recycling Enhancement Grant (Additional promotion efforts, multWnits, organics program) Insert a description of the efforts being proposed below. $8,001 $ 8,001 Total Amount Eligible Being Requested for 2014 $85,006 $ 85,006 A description of the efforts being proposed for the Kecycling tnnancement vrant. The City of Columbia Heights plans to mail an additional Citywide recycling promotion again this year. Households are encouraged to increase to the 90 gal recycling cart for the same flat rate. Apartment owners /managers will again receive a direct mailed packet of information concerning the City's full service refuse program and recycling promotions, and this year all rental property owners /managers will receive the packet as well. In addition, continue apartment manager outreach to improve recycling in their buildings. The program consists of onsite meetings with managers where they are offered a packet with multi - dwelling checklists, promotion materials in several languages, apartment recycling baskets (for each unit), and increased recycling service (more carts and /or additional picks per month) with no increase in charges to the building. In an effort to reduce improperly discarded electronics, the City is proposing to either; 1- subsidize electronics collection with curbside pickup (depending on contract extension negotiations), or 2- subsidize an electronics collection event (with fall fluorescent bulbs). This year the City will also explore different organics collection programs and best practices that would work for future implementation of citywide organics collection services (most likely combined with yard waste). Promotions and household 'starter' kits will also be reviewed. Finally, the City is conducting a survey to gather resident ideas and thoughts on reducing solid waste disposal and recycling improvements. The City of Columbia Heights requests Date Name Title for 2014 Municipal Funding. *these amounts should match and may not exceed eligible allocation total. 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N N M Ca O a CITY COUNCIL LETTER Meeting of. March 24, 2014 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: RESOLUTION 2014 -17 APPROVING BY: K. Hansen BY: PLANS AND SPECIFICATIONS AND ORDERING DATE: 3/11/2014 DATE: ADVERTISEMENT FOR BIDS FOR 2014 CONCRETE ALLEY CONSTRUCTION Background: A Public Improvement Hearing for the 2014 Concrete Alley Construction was held on March 3, 2014. The City Council ordered improvements for the following alleys: Van Buren Street to Central Avenue, 39th Avenue to 40th Avenue Van Buren Street to Central Avenue, 42nd Avenue to 43rd Avenue Monroe Street to Quincy Street, 42 Avenue to 43rd Avenue Analysis /Conclusions: The proposed utility construction remains essentially unchanged from the work presented at the Public Improvement Hearing. There is no water main or sanitary sewer main located in the alleys. Work will include replacement of storm manholes /catch basins. Storm sewer work will also be providing new piping to improve drainage and areas of infiltration to meet MWMO requirements. The proposed funding for this work is as follows: Storm Sewer Construction Fund $125,000 Water Construction Fund $0 Sanitary Sewer Construction Fund $0 Final plans and specifications for the Concrete Alley Construction, including utilities, are substantially complete. The bid opening is scheduled for Wednesday, April 23, 2014 with City Council award on April 28, 2014. Recommended Motion: Move to waive the reading of Resolution 2014 -17, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution 2014 -17 approving Plans and Specifications and ordering Advertisement for Bids for 2014 Concrete Alley Construction, City Project Number 1402. Attachment: Resolution 2014 -17 COUNCIL ACTION: 75 RESOLUTION 2014 -17 BEING A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR 2014 CONCRETE ALLEY CONSTRUCTION, CITY PROJECT NUMBER 1402 WHEREAS, pursuant to a resolution passed by the Council on March 3, 2014, the City Engineer has prepared plans and specifications for Concrete Alley Construction for the following alleys: Van Buren Street to Central Avenue, 39th Avenue to 401h Avenue Van Buren Street to Central Avenue, 42nd Avenue to 43rd Avenue Monroe Street to Quincy Street, 42nd Avenue to 43rd Avenue, and NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF COLUMBIA HEIGHTS, MINNESOTA 1. Such plans and specifications identified as 2014 Concrete Alley Construction, City Project Number 1402 are hereby approved. 2. The City Clerk shall prepare and cause to be inserted in the official paper and in a trade journal an advertisement for bids upon making of such improvement under such approved plans and specifications. The advertisement shall be published a minimum of three weeks prior to the bid opening, shall specify the work to be done, shall state that bids will be received by representatives of the City Council of Columbia Heights until 10:00 a.m. on Wednesday, April 23, 2014 at which time they will be publicly opened at the place designated, will then be tabulated and will be considered by the City Council on Monday, April 28, 2014 in the Council Chambers. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the council on the issue of responsibility. No bids will be considered unless sealed and filed with the clerk and accompanied by a cash deposit, bid bond, or certified check payable to the City of Columbia Heights for 5 percent of the amount of such bid. Passed this 24th day of March 2014. Offered by: Seconded by: Roll Call: Carole J. Blowers Secretary Pro Tem 76 CITY OF COLUMBIA HEIGHTS Mayor Gary L. Peterson CITY COUNCIL LETTER Meeting of. March 24, 2014 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER NO: I PUBLIC WORKS ITEM: RESOLUTION 2014 -18 APPROVING BY: K. Hansen BY: PLANS AND SPECIFICATIONS AND ORDERING DATE: 3/19/2014 DATE: ADVERTISEMENT FOR BIDS FOR 2014 STATE AID STREET REHABILITATION Background: A Public Improvement Hearing for the 2014 State Aid Street Rehabilitation was held on March 3, 2014. The City Council ordered improvements for the following state aid and local streets (3 of 6 streets proposed): 1. Stinson Boulevard, Fairway Drive to 325' north of North Upland Crest (concrete street) 2. 39th Avenue, Central Avenue to Reservoir Boulevard 3. 38a' Avenue, Main Street to 3rd Street Analysis /Conclusions: The proposed utility construction remains essentially unchanged from the work presented at the Public Improvement Hearing. Overall, the condition of the water main, sanitary sewer and storm sewer is acceptable. Work on sanitary and storm manhole /catch basins consists of replacing adjusting rings and castings within the construction area. Several catch basins will be replaced. The proposed funding for this work is as follows: Sanitary Sewer Construction Fund $32,500 Storm Sewer Construction Fund $52,500 Water Construction Fund $0 Final plans and specifications for the 2014 State Aid Street Rehabilitation, including utilities, are substantially complete. The bid opening is scheduled for Tuesday, April 22, 2014 with City Council award on April 28, 2014. Recommended Motion: Move to waive the reading of Resolution 2014 -18, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution 2014 -18 approving Plans and Specifications and ordering Advertisement for Bids for 2014 State Aid Street Rehabilitation, City Project Number 1405. Attachment: Resolution 2014 -18 COUNCIL ACTION: 77 RESOLUTION 2014 -18 BEING A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR 2014 STATE AID STREET REHABILITATION, CITY PROJECT NUMBER 1405 WHEREAS, pursuant to a resolution passed by the Council on March 3, 2014, the City Engineer has prepared plans and specifications for State Aid Street Rehabilitation for the following state aid streets: 1. Stinson Boulevard, Fairway Drive to 325' north of North Upland Crest (concrete street) 2. 39th Avenue, Central Avenue to Reservoir Boulevard 3. 38th Avenue, Main Street to 3rd Street NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF COLUMBIA HEIGHTS, MINNESOTA 1. Such plans and specifications identified as 2014 State Aid Street Rehabilitation, City Project Number 1405 are hereby approved. 2. The City Clerk shall prepare and cause to be inserted in the official paper and in a trade journal an advertisement for bids upon making of such improvement under such approved plans and specifications. The advertisement shall be published a minimum of three weeks prior to the bid opening, shall specify the work to be done, shall state that bids will be received by representatives of the City Council of Columbia Heights until 10:00 a.m. on Tuesday, April 22, 2014 at which time they will be publicly opened at the place designated, will then be tabulated and will be considered by the City Council on Monday, April 28, 2014 in the Council Chambers. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the council on the issue of responsibility. No bids will be considered unless sealed and filed with the clerk and accompanied by a cash deposit, bid bond, or certified check payable to the City of Columbia Heights for 5 percent of the amount of such bid. Passed this 24th day of March 2014 Offered by: Seconded by: Roll Call: Carole J. Blowers Secretary Pro Tern CITY OF COLUMBIA HEIGHTS Mayor Gary L. Peterson CITY COUNCIL LETTER Meeting of March 24, 2014 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER NO. I PUBLIC WORKS ITEM: RESOLUTION 2014 -19 DECLARING THE BY: Kevin Hansen BY: INTENT TO BOND FOR THE ALLEY DATE: 3/12/2014 DATE: CONSTRUCTION PROGRAM, PROJECT 1402 AND FOR STATE AID STREET REHABILITATION PROGRAM, PROJECT NO. 1405 Background: At the improvement hearing on March 3, 2014, the City Council ordered the improvement of concrete alleys from Van Buren Street to Central Avenue, 39th Avenue to 40th Avenue; Van Buren Street to Central Avenue, 42nd Avenue to 43rd Avenue; and Monroe Street to Quincy Street, 42nd Avenue to 43rd Avenue. At the improvement hearing on March 3, 2014, the City Council also ordered the improvement of state aid (and local) streets Stinson Boulevard, Fairway Drive to 325' north of North Upland Crest; 39th Avenue from Central Avenue to Reservoir Boulevard; and 38th Avenue from Main Street to 3rd Street. Analysis /Conclusions: Currently cash available to fund the construction from city inter -fund loans is limited. For this reason, there is the potential for bonding for the 2014 Concrete Alley Construction and State Aid Street Rehabilitation Improvement Programs. The fact that bonding rates are at their lowest point in years makes bonding a very viable financing option. To keep the potential bonding alternative open, a resolution declaring the intent to bond should be approved by the Council. This has been done for the Zone Street Rehabilitation construction projects since 1998. It should be noted that the resolution does not commit the City to bonding or the dollar amount stated, but keeps the option for bonding open in the future, up to the dollar amount specified. Recommended Motion: Move to waive the reading of Resolution 2014 -19, there being ample copies available to the public. Recommended Motion: Move to adopt Resolution 2014 -19, being a resolution approving the declaration for the official intent of the City of Columbia Heights to bond for the Concrete Alley Construction Program, Project 1402, and for State Aid Street Rehabilitation Program, Project No. 1405. Attachments: Resolution 2014 -19 COUNCIL ACTION: 79 RESOLUTION 2014 -19 DECLARING THE OFFICIAL INTENT OF THE CITY OF COLUMBIA HEIGHTS TO REIMBURSE CERTAIN EXPENDITURES FROM THE PROCEEDS OF BONDS TO BE ISSUED BY THE CITY WHEREAS, Internal Revenue Service has issued Tres. Reg. 1.140 -2 providing that proceeds of tax exempt bond used to reimburse prior expenditures will be not be deemed spent unless certain requirements are met; and, WHEREAS, the City of Columbia Heights (the "City ") expects to incur certain expenditures which may be financed temporarily from sources other than bonds, and reimbursed from the proceeds of a bond; NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLUMBIA HEIGHTS AS FOLLOWS: 1. The City reasonably intends to make expenditures for Project No. 1402 consisting of Concrete Alley Construction and reasonably intends to reimburse itself for such expenditures from the proceeds of debt to be issued by the City in one or more series in the maximum principal amount of $275,000. 2. The City reasonably intends to make expenditures for Project No. 1405 consisting of State Aid Street Rehabilitation and reasonably intends to reimburse itself for such expenditures from the proceeds of debt to be issued by the City in one or more series in the maximum principal amount of $100,000. This resolution is intended to constitute a declaration of official intent for purposes of Tres. Reg. 1.150 -2 and any successor law, regulating or ruling. Passed this 24th day of March 2014 Offered by: Seconded by: Roll Call: Carole J. Blowers Secretary Pro Tem CITY OF COLUMBIA HEIGHTS :1 Mayor Gary L. Peterson CITY COUNCIL LETTER Meeting of March 24, 2014 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY Fire MANAGER NO: APPROVAL ITEM: Rental Housing BY: Gary Gorman BY: Licenses NO: DATE: March 18, 2014 DATE: Approval of attached list of rental housing applications. RECOMMENDED MOTION: Move to approve the items listed for rental housing license applications for March 24, 2014 in that they have met the requirements of the Property Maintenance Code. COUNCIL ACTION: N Print Rental Licenses to approve COLUMBIA HEIGHTS by 2 014 FIRE DEPARTMENT IHSPEOTIOH DzV"I8I0M 825 41st Avenue NE. Columbia Heights, MN 55421. Inspections 763 - 706 -8156. Fax 763 - 706 -8151. TDD 763 - 706 -3692 10007 95742ND AVE Kaneer, Mark F13171 5858 Blackshire Path $ 150.00 Inver Grove Heights, MN 55076 10010 1118 44 1/2 AVE Girmay, Estifanos F13163 2150 Int. Speedway Blvd $ 150.00 Daytona Beach, FL 32114 10077 4430 ARTHUR ST Huss, Michael F13172 121 20th AVE S $ 150.00 New Brighton, MN 55112 10104 325 SUMMIT ST Gondek, Michael F13025 334 40th Avenue N.E. $ 150.00 Columbia Heights, MN 55421 10142 1012 45TH AVE Moden, Tanya F13216 5509 25th Avenue S $ 150.00 Minneapolis, MN 55407 10178 3839 VAN BUREN ST Kucera, Gavin F13134 1654 29th Avenue NW $ 150.00 New Brighton, MN 55112 10197 712 51ST AVE I1-12 Property Illinois LP F13131 1270 Eagan Industrial Road #160 $ 150.00 Eagan, MN 55121 10208 5050 MULCARE DR IH2 Property Illinois, LP F13026 1270 Eagan Industrial Road #160 $ 150.00 Eagan, MN 55121 10212 4246 JACKSON ST I1-12 Property Illinois, LP F13022 1270 Eagan Industrial Rd #160 $ 150.00 Eagan, MN 55121 10239 4453 MADISON ST Voigt, Ashley F13138 11611 Nix Court Unit A $ 150.00 Anchorage, AK 99515 10247 4948 4TH ST IH2 Property Illinois F13030 1270 Eagan Industrial Rd #160 $ 150.00 Eagan, MN 55121 10305 3713 TYLER ST Parks, Brian F13235 8620 Annapolis Lane N. $ 150.00 Maple Grove, MN 55369 03/17/2014 09:46 82 Page 1 Print Rental Licenses to approve COLUMBIA HEIGHTS by CC 2014 FIRE DEPARTMENT IHSpEGTIQH DIYISIGH 825 41st Avenue NE. Columbia Heights, MN 55421• Inspections 763- 706 -8156. Fax 763 -706 -8151« TDD 763 - 706 -3692 10356 1260 46TH AVE Atomssa, Bula F13166 8589 Dunkirk Court NE $ 150.00 Blaine, MN 55449 10402 4220 VAN BUREN ST Stachowski Rental, LLC F13169 11541 Alder Street NW $ 150.00 Coon Rapids, MN 55448 10412 -RY 576 LOMIANKI LN Haddad, Mike F13154 7640 Bowman Court E $ 160.00 Inver Grove Heights, MN 55076 10423 4530 STINSON BLVD IH2 Property Illinois, LP F13136 1270 Eagan Industrial Rd #160 $ 150.00 Eagan, MN 55121 10424 4609 FILLMORE ST Hawi, Gutama F13168 4531 Fillmore St NE $ 150.00 Columbia Heights, MN 55421 10426 4623 HEIGHTS DR IH2 Property Illinois, LP F13157 2626 82nd St E #205 $ 150.00 Bloomington, MN 55425 10428 5239 4TH ST IH3 Property Minnesota, LP F13220 1270 Eagan Industrial Rd #160 $ 150.00 Eagan, MN 55121 10429 4941 4TH ST IH2 Property Illinois, LP F13219 1270 Eagan Industrial Rd #160 $ 150.00 Eagan, MN 55121 10430 505 MILL ST lasis V, LLC F13228 1241 Osceola Avenue $ 150.00 St Paul, MN 55105 10431 4337 ROYCE ST IH2 Property Illinois, LP F13227 1270 Eagan Industrial Rd #160 $ 150.00 Eagan, MN 55121 10432 979 44 1/2 AVE IH2 Property Illinois, LP F13225 1270 Eagan Industrial Rd #160 $ 150.00 Eagan, MN 55121 10433 4311 MONROE ST Ortiz, Gladys F13200 PO Box 21032 $ 150.00 Columbia Heights, MN 55421 03/17/2014 09:46 83 Page 2 Print Rental Licenses to approve COLUMBIA HEIGHTS by CC 2014 FIRE DEPARTMENT ZMSPSCT I CM D Z IVX S I DM 825 41st Avenue NE. Columbia Heights, MN 55421. Inspections 763 -706 -8156. Fax 763 - 706 -8151. TDD 763 - 706 -3692 10433 4311 MONROE ST Ortiz, Gladys F13200 4522 Monroe Street $ 150.00 Columbia Heights, MN 55421 12000 -NC 5037 MADISON ST Danko, Andrew F13234 5037 Madison Street $ 150.00 Columbia Heights, MN 55421 12034 3843 HAYES ST Ulvin, Rolf F13023 3843 Hayes St $ 150.00 Columbia Heights, MN 55421 12053 3943 TYLER ST Brown, Marlene F12879 3943 Tyler Street $ 150.00 Columbia Heights, MN 55421 20004 1218 CIRCLE TER BLVD Cox, Christy F13032 1836 Main Street $ 150.00 Elk River, MN 55330 20014 666 47 1/2 AVE Toussi, Farrokh F13149 3060 Poppler LN $ 150.00 Eagan, MN 55121 20058 3906 RESERVOIR BLVD Berglund, Terrell F13164 3011 Arthur St. NE $ 150.00 Minneapolis, MN 55418 20168 3926 ULYSSES ST Sundae, Christina F13162 3926 NE ULYSSES ST $ 150.00 Columbia Heights, MN 55421 20169 4518 WASHINGTON ST Miller, William F13174 14628 18th Ave Southwest $ 150.00 Seattle, WA 98166 30028 5100 6TH ST Columbia Place, LLC F12880 2505 Silver Lane NE $ 458.00 St. Anthony, MN 55421 30040 965 40TH AVE City of Columbia Heights HRA F13161 590 40th Avenue N.E. $1802.00 Columbia Heights, MN 55421 30073 3923 LOOKOUT PL Twin City Rent -A -Home, LLC F12878 13033 Ridgedale Dr. Suite #167 $ 248.00 Minnetonka, MN 55305 03/17/2014 09:46 84 Page 3 Print Rental Licenses to approve COLUMBIA HEIGHTS by 2 014 FIRE DEFARTMEKT ZW8PECT Z C7M D ZYZ S Z off 825 41st Avenue NE. Columbia Heights, MN 55421. Inspections 763 - 706 -8156. Fax 763 - 706 -8151. TDD 763 - 706 -3692 30106 4458 RESERVOIR BLVD Crestview Corporation F13155 4444 Reservoir Blvd. N.E.Attn: Talia Aramalay $ 974.00 Columbia Heights, MN 55421 30169 4201 3RD ST Larson, Richard F13229 1009 43rd Avenue No. $ 248.00 Minneapolis, MN 55412 34007 -109 1000 41ST AVE Williams, Dwayne F13137 1171 Burke Ave W Apt. #109 $ 150.00 Roseville, MN 55113 Total # of Licenses: 39 03/17/2014 09:46 85 Page 4 CITY COUNCIL LETTER Meeting of: March 24, 2014 AGENDA SECTION: ORIGINATING DEPT.: CITY MANAGER NO: License Department APPROVAL ITEM: License Agenda BY: Shelley Hanson DATE: NO: DATE: March 19, 2014 BY: BACKGROUND /ANALYSIS Attached is the business license agenda for the March 24, 2014 Council meeting. This agenda consists of applications for contractor licenses for 2014. At the top of the license agenda you will notice a phrase stating *Signed Waiver Form Accompanied Application. This means that the data privacy form has been submitted as required. If not submitted, certain information cannot be released to the public. RECOMMENDED MOTION: Move to approve the items as listed on the business license agenda for March 24, 2014 as presented. COUNCIL ACTION: :. TO CITY COUNCIL March 24, 2014 *Signed Waiver Form Accompanied Application CONTRACTOR'S LICENSES -2014 BLDG *S & S Tree 405 Hardman Ave, So. St Paul $60 *Pronto Htg /AC 7588 Washington Ave S, Eden Prairie $60 *Ron's Mechanical 2026 Colburn Dr. Shakopee $60 *Tim's Quality PI 523 Central Ave, Osseo $60 *Adam's On Time PI 13791 Jonquil Ln N, Dayton $60 Leadens Excavating 21520 Oakdale Dr, Rogers $60 *Kevin's Htg /Cool 6474 20th Ave s, Hugo $60 *Air Flow Mech 1894 1501h Ave, St Croix Falls, WI $60 *Terra Firma Estates 7504 th St NW, New Brighton $60 *West Air 11184 River Rd NE, Hanover $60 CITY OF COLUMBIA HEIGHTS FINANCE DEPARTMENT COUNCIL MEETING OF: March 24, 2014 . 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 151545 through 151695 in the amount of $ 708,619.46. These checks have been examined and found to be legal charges against the CITY OF COLUMBIA HEIGHTS, and are herby, recommended for payment. [.I:] 0) 00 H L7 * Ha * * ww * * o * H * K w w * * a * * a O * * U >1 1 W U)a * * HO Ooo * * 04 Ln -zzr * * U y o in U * * in �o * * m •H o * * U �'D a * * z H k k H L)1 -k -k -K * •k i� H H H * * m a * * a �4 >a�4 �4 sa�A * * a 4�3 .0 1) JJ 4.) 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RECOMMENDED MOTION: Move to close the public hearing and to waive the reading of Resolution Number 2014 -15, there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution Number 2014 -15, being a Resolution of the City Council of the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of the rental license. RECOMMENDED MOTION: Move to close the public hearing and to waive the reading of Resolution Number 2014 -16, there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution Number 2014 -16, being a Resolution of the City Council of the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of the rental license. COUNCIL ACTION: M. RESOLUTION 2014 -015 Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A of that certain residential rental license held by Chesire Properties, LLC (Hereinafter "License Holder "). Whereas, license holder is the legal owner of the real property located at 4927 University Avenue NE, Columbia Heights, Minnesota. Whereas, pursuant to City Code, Chapter 5A, written notice setting forth the causes and reasons for the proposed Council action contained herein was given to the License Holder on February 24, 2014 of a public hearing to be held on March 24, 2014. 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 The attached Exhibit A outlines the disproportionate number of police calls, criminal activity and housing code violations associated with 4927 University Avenue NE. 2. Over the last several years, both the Columbia Heights Police Department and Columbia Heights Fire Department have worked extensively with the License Holder in an attempt to bring these issues down to a level that is similar to other rental properties of similar size in the City. 3. The disproportionate number of police calls, criminal activity and housing code violations have persisted at an unacceptable level. 4. That all parties, including the License Holder and any occupants or tenants, have been given notice of this hearing according to the provisions of the City Code. ORDER OF COUNCIL That pursuant to the provisions of Chapter 5A of the City of Columbia Heights City Code, the rental license for the property identified at 4927 University Avenue NE, license number FI2254A, is hereby revoked. 2. The City will post, for the purpose of preventing occupancy, a copy of this order on said building. All tenants shall remove themselves from the premises within 45 days from the first day of posting of this order. 97 Passed this day of 2014 Offered by: Second by: Roll Call: Attest: Carole J. Blowers Secretary Pro Tern 620136 -v1 •• Mayor Gary L. Peterson RESOLUTION 2014 -016 Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A of that certain residential rental license held by Chesire Properties, LLC (Hereinafter "License Holder "). Whereas, license holder is the legal owner of the real property located at 4935 University Avenue NE, Columbia Heights, Minnesota. Whereas, pursuant to City Code, Chapter 5A, written notice setting forth the causes and reasons for the proposed Council action contained herein was given to the License Holder on February 24, 2014 of a public hearing to be held on March 24, 2014. 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 The attached Exhibit A outlines the disproportionate number of police calls, criminal activity and housing code violations associated with 4935 University Avenue NE. 2. Over the last several years, both the Columbia Heights Police Department and Columbia Heights Fire Department have worked extensively with the License Holder in an attempt to bring these issues down to a level that is similar to other rental properties of similar size in the City. 3. The disproportionate number of police calls, criminal activity and housing code violations have persisted at an unacceptable level. 4. That all parties, including the License Holder and any occupants or tenants, have been given notice of this hearing according to the provisions of the City Code. ORDER OF COUNCIL That pursuant to the provisions of Chapter 5A of the City of Columbia Heights City Code, the rental license for the property identified at 4935 University Avenue NE, license number F12254, is hereby revoked. 2. The City will post, for the purpose of preventing occupancy, a copy of this order on said building. 3. All tenants shall remove themselves from the premises within 45 days from the first day of posting of this order. .. Passed this day of 2014 Offered by: Second by: Roll Call: Attest: Carole J. Blowers Secretary Pro Tem 620126 -v1 100 Mayor Gary L. Peterson �z pq ?A FI � >1 Em,*PEI [!! 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