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HomeMy WebLinkAbout03-28-2016 CCPThe following is the agenda for the regular meeting of the City Council to be held at 7:00 PM on Monday, March 28, 2016 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, Minnesota. The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for disabled persons are available upon request when the request is made at least 96 hours in advance. Please call the City Clerk at 763 - 706 -3611, to make arrangements. (TDD /706 -3692 for deaf or hearing impaired only.) 1. CALL TO ORDER 3. INVOCATION — Sam Snyder, Bethel Christian Fellowship 4. PLEDGE OF ALLEGIANCE 5. 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.) PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS 7. 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 14, 2016 pg 5 MOTION: Move to approve the worksession minutes of March 7, 2016 pg 21 MOTION: Move to approve the Public Improvement Hearing minutes of March 7, 2016 pg 24 B. Accept Board and Commission Minutes MOTION: Move to accept the Draft HRA meeting minutes of March 14, 2016 pg 28 C. Consideration of approval of attached list of rental housing applications. pg 32 MOTION: Move to approve the items listed for rental housing license applications for March 28, 2016, in that they have met the requirements of the Property Maintenance Code. Mayor 0, COLUMBIA Gary L. Peterson Councilmembers HEIGHTS Robert A. Williams Bruce Nowrocki City of Columbia Heights 590401 Avenue NE, Columbia Heights, MN 55421 -3878 (763) 706 -3600 TDD (763) 706 -3692 Donna Schmitt John Murzyn, Jr. qty Manager Visit our website at: www.columbiaheightsmn.gov 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 28, 2016 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, Minnesota. The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for disabled persons are available upon request when the request is made at least 96 hours in advance. Please call the City Clerk at 763 - 706 -3611, to make arrangements. (TDD /706 -3692 for deaf or hearing impaired only.) 1. CALL TO ORDER 3. INVOCATION — Sam Snyder, Bethel Christian Fellowship 4. PLEDGE OF ALLEGIANCE 5. 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.) PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS 7. 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 14, 2016 pg 5 MOTION: Move to approve the worksession minutes of March 7, 2016 pg 21 MOTION: Move to approve the Public Improvement Hearing minutes of March 7, 2016 pg 24 B. Accept Board and Commission Minutes MOTION: Move to accept the Draft HRA meeting minutes of March 14, 2016 pg 28 C. Consideration of approval of attached list of rental housing applications. pg 32 MOTION: Move to approve the items listed for rental housing license applications for March 28, 2016, in that they have met the requirements of the Property Maintenance Code. City of Columbia Heights March 28, 2016 City Council Agenda Page 2 D. Adopt Resolution 2016 -30 Awarding Contract for 2016 Street Rehabilitation Project - 45th Avenue, pg 41 Columbia Heights' Project 1607 MOTION: Move to waive the reading of Resolution 2016 -30, there being ample copies available to the public. MOTION: Move to adopt Resolution 2016 -30, being a resolution concurring with the City of Fridley and awarding the construction contract for the 2016 Street Rehabilitation Project ST2015 -01, including 45th Avenue, City of Columbia Heights Project No. 1607, to Northwest Asphalt based upon their low, qualified, responsible bid in the amount of $1,231,663.82 with Columbia Heights' share of the project to be appropriated from Fund 415 -51607 -5185. E. Accept Bids and Award Contract for Median Closure on Central Avenue (TH 65) North Of 39th Avenue, Project 1410 pg 44 MOTION: Move to accept bids and award a contract for the Central Avenue (TH 65) Median Closure, City Project No. 1410, to Midwest Asphalt Corporation of Hopkins, MN based upon their low, qualified, responsible bid in the amount of $80,925, with funding from Fund 212 - 43191 -5185; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. F. Approve Joint Powers Agreement with City of Fridley for Project Engineering and Construction pg 46 Administration Services on 45th Avenue Street Rehabilitation Project MOTION: Move to approve a Joint Powers Agreement with the City of Fridley to provide Engineering and Administrative Services for Street Rehabilitation on 45th Avenue from Main Street to the dead end at University Avenue, City of Columbia Heights Project 1607. G. Resolution 2016 -31 Requesting WAS Construction Funds for Other Local Transportation Uses pg 49 MOTION: Move to waive the reading of Resolution 2016 -31, there being ample copies available to the public. MOTION: Move to adopt Resolution 2016 -31 requesting Municipal State Aid System construction funds for other local transportation uses. H. Adopt Resolution 2016 -32 Awarding Street Striping, Resolution 2016 -33 Awarding Crack Sealing, pg 52 Resolution 2016 -34 Awarding Seal Coating, and Resolution 2016 -35 Awarding Fog Sealing MOTION — STREET STRIPING: Move to waive the reading of Resolution 2016 -32, there being ample copies available to the public. MOTION: Move to adopt Resolution 2016 -32, being a resolution awarding the Joint Powers Agreement Contract with the City of Coon Rapids for the 2016 Street Striping Project to AAA Striping Service Co., based upon their low, qualified, responsible bid in the amount of $18.35 per gallon for Street Markings, $90.00 per gallon for Parking Lot Markings, and $90.00 per gallon for Street Symbol Markings with an estimated cost of $3,130 to be appropriated from Fund 212 -43190 -4000, $570 to be appropriated from Fund 101 - 43170 -4000, and $3,600 to be appropriated from Fund 411 - 51401 -4000. MOTION — CRACK SEALING: Move to waive the reading of Resolution 2016 -33, there being ample copies available to the public. MOTION: Move to adopt Resolution 2016 -33, being a resolution awarding the Joint Powers Agreement Contract with the City of Coon Rapids for the 2016 Crack Sealing Project to American Pavement Solutions, Inc. based upon their low, qualified, responsible bid in the amount of $0.70 per lineal foot for crack sealing with an estimated cost of $18,505 to be appropriated from Fund 430 - 46323 -4000. MOTION— SEAL COATING: Move to waive the reading of Resolution 2016 -34, there being ample copies available to the public. City of Columbia Heights City Council Agenda March 28, 2016 Page 3 MOTION: Move to adopt Resolution 2016 -34, being a resolution awarding the Joint Powers Agreement Contract with the City of Coon Rapids for the 2016 Seal Coating Project to Pearson Bros. Inc., based upon their low, qualified, responsible bid in the amount of $2.20 per gallon of emulsion and $0.77 per square yard of FA- 2 aggregate (local streets) and 0.83 per square yard of FA -2 (Modified 1/8 ") aggregate (parking lots) with an estimated cost of $77,210 to be appropriated from Fund 415- 51501 -4000 and $30,680 to be appropriated from Fund 411 - 51401 -4000. MOTION — FOG SEALING: Move to waive the reading of Resolution 2016 -35, there being ample copies available to the public. MOTION: Move to adopt Resolution 2016 -35, being a resolution awarding the Joint Powers Agreement Contract with the City of Coon Rapids for the 2016 Fog Sealing Project to Pearson Bros. Inc., based upon their low, qualified, responsible bid in the amount of $5.00 per gallon of emulsion for select parking lots with an estimated cost of $15,900 to be appropriated from Fund 411 - 51401 -4000. 1. Engineering Services for Safety Improvements to Central Avenue (TH 65). pg 59 Motion: Authorize staff to prepare a RFP for design and construction services for safety improvements to Central Avenue (TH 65) from 47th to 51St Avenues, with construction funding provided by a MnDOT HSIP grant. J. Addition of Automated Materials Handling (AMH) For The New Library, City Project 1410 pg 60 Motion: Authorize the addition of an AMH for the new Library, City Project 1410, in the amount of $67,688, from Tech -Logic with funding coming from 450 - 51410. K. Approve Business License Applications pg 62 MOTION: Move to approve the items as listed on the business license agenda for March 28, 2016 L. Payment of Bills pg 64 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 160515 through 160702 in the amount of $ 1,163,604.67. MOTION: Move to approve the Consent Agenda items. 8. PUBLIC HEARINGS pg 72 A. Consideration of Declaration of a Nuisance and Emergency Abatement of violations within the city of Columbia Heights is requested regarding the property at 4344 4th Street NE for failure to meet the requirements of the Residential Maintenance Code. MOTION: Move to close the public hearing and to waive the reading of Resolution Number 2016 -28, being ample copies available to the public. MOTION: Adopt Resolution Number 2016 -28, being Declarations of Nuisance and Emergency Abatement of violations within the city Council of the city of Columbia Heights regarding the property at 4344 4th Street N.E. 9. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions 1. Planning and Inspections Fund 201, 2016 Budget Amendment Request pg 75 MOTION: Move to waive the reading of Resolution No. 2016 -36, there being ample copies available to the City of Columbia Heights City Council Agenda March 28, 2016 Page 4 public. MOTION: Move to adopt Resolution No. 2016 -36, being a resolution approving a an amendment to the 2016 Budget for Planning and Inspections Fund 201, increasing Permit and Licensing revenue by $15,000. 2. Budget Amendment for Website Redesign pg 77 MOTION: Move to waive the reading of Resolution 2016 -29, there being ample copies available to the public. MOTION: Move to adopt Resolution 2016 -29, Resolution amending the 2016 Budget of the Cable Television Fund 225 for the website redesign. 3. Authorizing CORE Commercial to Market the Library ,: • MOTION: Move to authorize CORE Commercial Real Estate to market the City's real property located at 820 40th Ave NE for $650,000. B. Bid Considerations C. New Business and Reports 10. ADMINISTRATIVE REPORTS Report of the City Manager Report of the City Attorney 11. 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. 12. ADJOURNMENT Walt Fehst, City Manager OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS CITY COUNCIL MEETING MARCH 14, 2016 The following are the minutes for the regular meeting of the City Council held at 7:00 PM on Monday March 14, 2016 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, Minnesota 1. CALL TO ORDER Mayor Peterson called the meeting to order at 7:05 p.m. 2. ROLL CALL Present: Mayor Peterson, Councilmembers Nawrocki, Schmitt, Williams and Murzyn, Jr. Also Present: Walt Fehst; City Manager, Jim Hoeft; City Attorney, Kevin Hansen; Public Works Director, Joe Hogeboom; Community Development Director, Elizabeth Holmbeck; City Planner, Keith Dahl; Economic Development Manager, Joe Kloiber; Finance Director, Jackie Zillmer; Assistant Finance Director, Gary Gorman; Fire Chief and Katie Bruno; City Clerk /Council Secretary 3. INVOCATION Invocation provided by Bob Lyndes, Crest View Senior Community 4. PLEDGE OF ALLEGIANCE 5. 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.) 6. PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS 7. 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 February 22, 2016 B. Accept Board and Commission Minutes MOTION: Move to accept the Draft Planning & Zoning-minutes of March 2, 2016 MOTION: Move to accept the Library Board minutes of February 3, 2016 MOTION: Move to accept the Park & Recreation Commission minutes of October 28, 2015. MOTION: Move to accept the Charter Commission minutes of October 15, 2015. MOTION: Move to accept the EDA minutes of October 15, 2015 C. 2016 Agreement for Residential Recycling Program with Anoka County (Annual Score Grant) 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 with $90,413 in funding available to reimburse eligible recycling expenses. City Manager Walt Fehst reported the grant is similar to last years. Councilmember Nawrocki questioned what expenses are involved. Director of Public Works Kevin Hansen reported the Score Grant helps to fund the recycling center, mailings and curb side electronics pick -up. Councilmember Schmitt requested an update on the organics recycling program. Director Hansen reported that 122 properties are testing the organic recycling program to gauge interest. D. Resolution 2016 -25 Approving Plans And Specifications And Ordering Advertisement For Bids For 2016 Zone 2 And State Aid Street Rehabilitation, City Projects 1602 And 1605 MOTION: Move to waive the reading of Resolution 2016 -25, there being ample copies available to the public. MOTION: Move to adopt Resolution 2016 -25 approving Plans and Specifications and ordering Advertisement for Bids for 2016 Zone 2 and State Aid Street Rehabilitation, City Projects 1602 and 1605. E. Adopt Resolution 2016 -26 Awarding Contract for Stinson Boulevard 2016 Street and Utility Improvement Project and Appurtenant Work, Columbia Heights' Project 1508 MOTION: Move to waive the reading of Resolution 2016 -26, there being ample copies available to the public. MOTION: Move to adopt Resolution 2016 -26, being a resolution awarding the Joint Powers Agreement contract with the City of St. Anthony Village for the 2016 Street and Utility Improvement Project and Appurtenant Work — Stinson Boulevard, City of Columbia Heights Project No. 1508, to R. L. Larson Excavating, Inc. based upon their low, qualified, responsible bid in the amount of $ 2,060,276.95, with Columbia Heights share of the project to be appropriated from Fund 415 - 51508 -5185. Councilmember Nawrocki questioned if residents at Heights Manor will have access to Stinson Blvd. at all times. Director Hansen explained the project is planned in phases in order to allow access o residents at all times. F. Approve Final Payment for 49"' Avenue Mill and Overlay — MNDOT Project No. STP 0215(122), City Project No. 1415 MOTION: Move to accept the work for 49th Avenue Mill and Overlay, MnDOT Project No. STP 0215(122), City Project No. 1415, and authorize final payment of $12,159.23 to Hardrives, Inc. of Rogers, Minnesota. G. Approve Final Payment for 2015 Utility Repairs and Installations, Project No. 1511 MOTION: Move to accept the work for 2015 Utility Repairs and Installations, City Project No. 1511, and authorize final payment of $6,816.94 to G. L. Contracting, Inc. of Medina, Minnesota. H Resolution 2016 -27 Declaring the Intent to Bond for the Street Rehabilitation Program, Projects 1602 and 1607 and for State Aid Street Rehabilitation Program, Projects 1508 And 1605 MOTION: Move to waive the reading of Resolution 2016 -27, there being ample copies available to the public. MOTION: Move to adopt Resolution 2016 -27, being a resolution approving the declaration for the official intent of the City of Columbia Heights to bond for the 2016 Street Rehabilitation Program, Projects 1602 and 1607, and for 2016 State Aid Street Rehabilitation Program, Projects 1508 and 1605 1. Accept Bids and Award Contract for Library FF &E — Furniture MOTION: Move to accept bids and award a contract for FF &E Bid Package 2 — Furniture, Fixtures and Equipment for the new City Library, City Project No. 1410, to the vendors as listed on the attached summary listing (multiple vendors) based on either contract pricing or based upon their low, qualified, responsible bid, in the total amount of $354,552.37 with funding from Funds 450 -51410 -2010 and 450 - 51410 -5180; and, furthermore, to authorize the Mayor and City Manager to enter into contracts for the same. J. Accept Bids and Award Contract for Library Technology MOTION: Move to accept bids and award a contract for Library Technology Equipment for the new City Library, City Project No. 1410, to the vendors as listed on the attached summary listing (multiple vendors) based on either contract pricing or based upon their low, qualified, responsible bid, in the total amount of $147,898 with funding from Funds 450- 51410 -2011 and 450 -51410 -5180; and, furthermore, to authorize the Mayor and City Manager to enter into contracts for the same. Councilmember Nawrocki asked if there were competitive bids received, as only the successful bidder was indicated. Director Hansen confirmed the IS department sought bids, and these are the best. K. Accept Bids and Award Contract for Rehab of Water Tower, Project 1507 MOTION: Move to accept bids and award a contract for the Water Tower Rehabilitation, City Project No. 1507, to Odland Protective Coating based upon their low, qualified, responsible bid in the amount of $361,600, and add Alternate 1 in the amount of $30,000 for a total contract award of $391,600, with funding from Fund 651 -51507 -5185; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. L. Consideration of Resolution adopting the State of Minnesota General Records Retention Schedule MOTION: Move to waive the reading of Resolution Number 2016 -13, there being ample copies available to the public. MOTION: To adopt Resolution 2016 -13, adopting the General Records Retention Schedule for Minnesota Cities, and to submit notification to the Minnesota Historical Society. Councilmember Schmitt requested clarification on whether the entire State of Minnesota Records Retention is being adopted. City Clerk, Katie Bruno confirmed that it is. M. Consideration of Appointments to Advisory Commissions MOTION: Move to appoint volunteers to serve on various commissions as recommended. Councilmember Schmitt suggested the council discuss clarifying the policy that allows residents to serve on more than one commission. City Manager Walt Fehst noted that the Charter Commission members are appointed by the Chief Judge, not the council. The council will discuss this at a future worksession. N. Consideration of Change in Polling Location - Precinct 3- *Removed for voting, the original agenda did not include the motion to adopt the Resolution. O. Approve Purchase and Installation of Warning Sirens MOTION: Move to approve the purchase of siren equipment from Federal Warning Systems, Inc. in the amount of $22,470.00 and the removal /installation of the siren equipment by Ready Watt Electric in the amount of $21,768.00. Councilmember Nawrocki questioned the amount of the other bids. Fire Chief Gary Gorman reported the lowest bid for equipment was from Federal Signal Corporation for $22,400, the second from Westshore Services for $24,379, the third from BBPS Complete Solutions for 29,120. Two quotes were received for installation; Ready Watt Electric; 21,768, and Westshore Services in the amount of $22,700. P. Approve Business License Applications MOTION: Move to approve the items as listed on the business license agenda for March 14, 2016 Q. 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 160275 through 160514 in the amount of $1,441,774.65. Councilmember Schmitt requested item N be removed from the consent agenda for discussion: Motion by Councilmember Williams, seconded by Councilmember Murzyn, Jr. to approve consent agenda items A,B,C,D,E,F,G,H,Q,K,L,M,O,PAND Q. All Ayes, Motion Carried. N. Consideration of Change in Polling Location - Precinct 3- Removed for voting, the original agenda did not include the motion to adopt the Resolution. Councilmember Nawrocki questioned if the library hours will interfere with the election hours. Fehst stated the City will assure the building is opened and closed at the appropriate time. Motion by Councilmember Schmitt, seconded by Councilmember Williams to waive the reading of Resolution 2016 -21, there being ample copies available to the public. All Ayes, Motion Carried. Motion by Councilmember Schmitt, seconded by Councilmember Williams to adopt Resolution 2016 -21, designating the New Columbia Heights Library, located at 3939 Central Ave NE as the official election polling place for Precinct 3 for future City, County, State and Federal Elections. All Ayes, Motion Carried. 8. PUBLIC HEARINGS A. First Reading of Ordinance 1626, being an ordinance amending City Code of 2005 relating to automotive related uses within the City of Columbia Heights. City Planner Elizabeth Holmbeck reported the City Council approved an Emergency Interim Ordinance in November 2015, imposing a moratorium on all auto related uses throughout the City of Columbia Heights for 6 months. Staff is proposing Ordinance No. 1626, which includes changes to the City's Zoning Code that would restrict where auto uses can locate and require a minimum lot size. The proposed ordinance would disallow all auto uses in the Central Business Zoning District and require that any new auto related development be located on a lot with a minimum size of one acre. Councilmember Nawrocki questioned how this ordinance would affect the area on 38th Ave, as that area is a "real mess." Holmbeck explained this ordinance would only affect new auto related businesses, suggesting the Fire Department could look into any code violations on 38th Ave. Councilmember Schmitt questioned if auto convenience facilities refer to gas stations or parts stores. Holmbeck stated it refers to gas stations, noting the ordinance does not list an auto parts store, and they would be considered a retail establishment. Community Development Director Joe Hogeboom clarified the ordinance addresses auto service businesses. Hogeboom suggested adding a definition of auto parts store if the council chooses to do so. City Manager Walt Fehst stated he thought the Planning & Zoning Commission included auto parts stores in their recommendation. City Attorney Jim Hoeft stated the council can table the action, and staff can bring back an ordinance with the addition of an auto parts store being defined. Councilmember Schmitt questioned if a new business comes into the city, tears down an existing building and rebuilds, would that be considered a brand new business? City Attorney Hoeft, reported the footprint of the existing building could be replaced, but the building could not be expanded. Councilmember Schmitt suggested an acre in the City may be difficult to find. Holmbeck gave a few examples of businesses in the City, and their lot size. City Attorney Hoeft clarified the council intends to restrict auto parts stores in the Central Business District, and allow in other areas, subject to the one acre minimum lot size requirement. Councilmember Murzyn, Jr. commented that to allow adequate parking, one acre is appropriate. Councilmember Nawrocki requested staff look at 39th Ave. between Jefferson and Quincy, noting any Special Use Permit violations as well. City Manager Walt Fehst reported the City will follow -up with the request. Motion by Councilmember Schmitt, seconded by Councilmember Williams to table the item. All Ayes, Motion Carried. B. Resolution 2016 -24 authorizing the issuance, sale, and delivery of multifamily housing revenue obligations relating to the Lily Gables project; adopting a housing program pursuant to Minnesota Statutes, Chapter 462c; approving the form of and authorizing the execution and delivery of the multifamily housing revenue obligations and related documents; providing for the security, rights, and remedies with respect to the multifamily housing revenue obligations; and granting approval for certain other actions with respect thereto. Finance Director Joe Kloiber reported this is the second part to council action from October 2015. The only change is the maximum amount increased from $32,000,000 to $35,000,000. Councilmember Nawrocki asked how this will affect property taxes. Director Kloiber stated this is not backed by a tax pledge of the City. Director Hogeboom stated there are thirteen years remaining to contribute to the TIFF district. Kloiber clarified that tonight's resolution is not TIFF financing. Councilmember Nawrocki requested a follow up report on how the proposed Dominium Development would impact the TIFF district. Motion by Councilmember Williams, seconded by Councilmember Schmitt to close the public hearing and waive the reading of Resolution 2016 -24, there being ample copies available to the public. All Ayes, Motion Carried. Motion by Councilmember Williams, seconded by Councilmember Schmitt to adopt Resolution 2016 -24, being a resolution authorizing the issuance, sale, and delivery of multifamily housing revenue obligations relating to the Lily Gables project, adopting a housing program pursuant to Minnesota Statutes, Chapter 462c; approving the form of and authorizing the execution and delivery of the multifamily housing revenue obligations and related documents, providing for the security, rights, and remedies with respect to the multifamily housing revenue obligations; and granting approval for certain other actions with respect thereto. All Ayes, Motion Carried. 9. ITEMS FOR CONSIDERATION 10. ADMINISTRATIVE REPORTS Councilmember Nawrocki reported a resident has complained about trash and employees smoking and littering at the commercial property located on Central Ave between 41St and 42 "d. Nawrocki asked that the property be looked at, as there is also trash accumulating at the south building. Councilmember Nawrocki noted Channel 19 is not kept current. City Manager Walt Fehst will check on it. Councilmember Nawrocki asked if there was any new information regarding Financial One Credit Union. Manager Fehst had nothing new to report. Councilmember Nawrocki received a letter from a resident noting the city of Red Lake will be receiving ownership of solar panels in five years, and requested the City Manager look into it. Councilmember Nawrocki commented that the pla que on the Jim Labelle monument is in bad condition. Mayor Peterson suggested contacting Gil and Jan Mros, as they have cleaned it in the past. Councilmember Nawrocki announced the Friends of the Library will be having a pancake breakfast on April 15th at the Lighthouse. 11. CITIZENS FORUM Malcolm Watson -1717 49th Ave NE questioned if the library is within budget. City Manager Walt Fehst stated all items have been budget for. Mr. Watson asked why the auto moratorium was passed. City Attorney Hoeft explained the Planning & Zoning Commission had a request for an auto use across from the new library, the commission felt that was not the best use for the property. Richard Caron -1020 40th Ave NE shared a concern he has regarding fair and equal access for his shared parking lot. Mr. Caron stated he owns a 4 -plex, and shares a parking lot with a neighboring 4 -plex. Recently the neighbor has configured his parking stalls in a way that may restrict access to his tenants. City Attorney Hoeft stated this is a civil matter, and suggested Mr. Caron contact an Attorney. Mr. Caron commented that at times it would be difficult for the garbage hauler to access the dumpster. Mayor Peterson suggested the garbage hauler contact the City if they experience access issues. 12. ADJOURNMENT Mayor Peterson reported the Mayor's Music Night and Chili feed was a great success, raising $1,000 towards the Murzyn Hall Flag Pole Project. Mayor Peterson reminded us to remember our service men and women, and our police officers and fire fighters, and to keep them in our thoughts and prayers. Meeting adjourned at 8:34 p.m. / Respectively Submitted, Katie Bruno, Council Secretary /City Clerk 10 RESOLUTION 2016 -13 ADOPTING THE "MINNESOTA GENERAL RECORDS RETENTION SCHEDULE FOR CITIES" WHEREAS, to comply with the Records Management Statute MS 138.17, it is necessary to adopt a plan for managing governmental records including the proper retention and disposal of municipal records; and WHEREAS, the Records Management Statute MS 138.17 establishes the Records Disposition Panel and requires all government entities to follow an orderly process in retaining and disposing of government information; and WHEREAS, the State of Minnesota has approved for use by all Minnesota Cities the "Minnesota General Records Retention Schedule for Cities" which authorizes cities adopting said schedule an orderly method of disposing of municipal records; and WHEREAS, the "Minnesota General Records Retention Schedule for Cities" is regularly updated. NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Columbia Heights, Minnesota hereby adopts the Minnesota General Records Retention schedule and directs the City Clerk to notify the Minnesota Historical Society /State Archives Department. BE IT FURTHER RESOLVED that following state approval, City Departments (with the exception of the Police Department) are directed to provide for retention and destruction of records as set forth in said schedule and its subsequent revisions. Adopted by the City Council of the City of Columbia Heights, this 14th day of March, 2016 RESOLUTION NO. 2016 -21 A RESOLUTION OF THE CITY COUNCIL FOR THE CITY OF COLUMBIA HEIGHTS, MINNESOTA, RESOLUTION DESIGNATING CHANGE IN POLLING PLACE, PRECINCT #3 WHEREAS, Resolution No. 76 -65 established nine precinct boundaries for the City of Columbia Heights, and WHEREAS, Resolution No. 92 -41 reduced those precincts from 9 to 8, and WHEREAS, the City has previously used Parkview Villa for Precinct 3, and the City no longer owns Parkview Villa, and WHEREAS, the City is building a new library within the precinct boundaries, and WHEREAS, State law requires that the City Council designate polling locations by Resolution ORDER OF COUNCIL BE IT HEREBY RESOLVED by the City Council of the City of Columbia Heights, in compliance with the terms and provisions of Minnesota Statutes Section 204B.16, the polling location for Precinct 3 is hereby established at the Columbia Heights Library, located at 3939 Central Ave NE for 2016 an all future elections. RESOLUTION 2016 -24 AUTHORIZING THE ISSUANCE, SALE, AND DELIVERY OF ITS MULTIFAMILY HOUSING REVENUE OBLIGATIONS RELATING TO THE LILY GABLES PROJECT; ADOPTING A HOUSING PROGRAM PURSUANTTO MINNESOTA STATUTES, CHAPTER 462C; APPROVING THE FORM OF AND AUTHORIZING THE EXECUTION AND DELIVERY OF THE MULTIFAMILY HOUSING REVENUE OBLIGATIONS AND RELATED DOCUMENTS; PROVIDING FOR THE SECURITY, RIGHTS, AND REMEDIES WITH RESPECT TO THE MULTIFAMILY HOUSING 11 REVENUE OBLIGATIONS; AND GRANTING APPROVAL FOR CERTAIN OTHER ACTIONS WITH RESPECT THERETO WHEREAS, the City of Columbia Heights, Minnesota (the "City "), is a home rule charter city duly organized and existing under the Constitution and laws of the State of Minnesota; and WHEREAS, pursuant to Minnesota Statutes, Chapter 462C, as amended (the "Act "), the City is authorized to carry out the public purposes described in the Act by issuing revenue bonds or other obligations to finance or refinance multifamily housing developments located within the City, and as a condition to the issuance of such revenue bonds, adopt a housing program providing the information required by Section 462C.03, subdivision 1a, of the Act; and WHEREAS, in the issuance of revenue bonds or other obligations and in the making of a loan to finance a multifamily housing development, the City may exercise, within its corporate limits, any of the powers that the Minnesota Housing Finance Agency may exercise under Minnesota Statutes, Chapter 462A, as amended, without limitation under the provisions of Minnesota Statutes, Chapter 475, as amended; and WHEREAS, Columbia Heights Leased Housing Associates I, LLLP, a Minnesota limited liability limited partnership (the "Borrower "), has requested that the City issue its multifamily housing revenue obligations under the Act and lend the proceeds thereof to the Borrower to finance the following: (i) the construction and equipping of a multifamily senior housing facility comprised of 191 affordable independent - living rental apartments to be located in a four -story building, together with related common amenity spaces over one floor of underground parking, including a party room, theatre, fitness center, cards /crafts room, salon, library and a landscaped patio, to be located at 3700 5`h Street NE in the City to be known as Lily Gables (the "Project "); (ii) the funding of one or more reserve funds to secure the timely payment of the multifamily housing revenue obligations; (iii) the payment of a portion of the capitalized interest on the multifamily housing revenue obligations; and (iv) the payment of the costs of issuing the multifamily housing revenue obligations; and WHEREAS, the Project is designed and intended to be used primarily by seniors for rental occupancy and each housing unit within the Project shall be occupied by at least one person who is at least age 55 and older; and WHEREAS, a notice of public hearing was published on October 9, 2015 (the "First Public Notice ") in the Sun Focus, the official newspaper and a newspaper of general circulation in the City, at least fifteen days before the public hearing held on October 26, 2015, with respect to: (i) the required public hearing under Section 147(f) of the Internal Revenue Code of 1986, as amended (the "Code "); (ii) the required public hearing under Section 462C.04, subdivision 2 of the Act; (iii) a housing program (the "Housing Program" or "Program ") to authorize the issuance by the City of multifamily housing revenue obligations in the aggregate principal amount of approximately $32,000,000 to finance the acquisition, construction, and equipping of the Project; and (iv) preliminary approval of the issuance of the multifamily housing revenue obligations in an amount not to exceed $32,000,000; and WHEREAS, on October 26, 2015, in accordance with the requirements of Section 147(f) of the Code and Section 462C.04, subdivision 2, of the Act, the City Council held a public hearing at which a reasonable opportunity was provided for interested individuals to express their views, both orally and in writing, with respect to the Project and the proposed issuance of revenue obligations to provide financing for the Project; and WHEREAS, following the public hearing, the City Council adopted Resolution 2015 -86 (the "Preliminary Resolution ") under the terms of which the City: (i) granted preliminary approval to the issuance of multifamily housing revenue obligations in the approximate principal amount of $32,000,000 under the terms of the Act to finance the Project; (ii) authorized the submission of an application to the Minnesota Department of Management and Budget ( "MMB ") for an allocation of bonding authority under Minnesota Statutes, Chapter 474A, as amended (the "Allocation Act "); and (iii) acknowledged the preparation of the Housing Program in accordance with the requirements of the Act and the submission of the Housing Program to the Metropolitan Council for its review and comment; and 12 WHEREAS, the Housing Program was submitted to the Metropolitan Council for its review and comment in accordance with the requirements of the Act, and the Metropolitan Council has provided its comments to the Housing Program and the Project in a letter, and WHEREAS, the Preliminary Resolution constitutes a reimbursement resolution and an official intent of the City to reimburse expenditures with respect to the Project from the proceeds of tax - exempt revenue obligations in accordance with the provisions of Section 1.150 -2 of the Treasury Regulations promulgated under the Code; and WHEREAS, since adoption of the Preliminary Resolution, the projected costs of the Project have increased, and the Borrower has requested a corresponding increase in the amount of the multifamily housing revenue obligations authorized to be issued by the City, from $32,000,0000 (as preliminarily authorized under the Preliminary Resolution) to $35,000,000; and WHEREAS, the proposed increase in the amount of the multifamily housing revenue obligations from that stated in the First Public Notice does not constitute an "insubstantial deviation" under Section 5f.103 -2 of the proposed Treasury Regulations promulgated under Section 147 of Code, and therefore a new public approval process is required; and WHEREAS, a second notice of public hearing was published on February 26, 2016 in the Sun Focus, the official newspaper and a newspaper of general circulation in the City, at least fifteen days before the public hearing held on March 14, 2016, with respect to: (i) the required public hearing under Section 147(f) of the Code; (ii) the required public hearing under Section 462C.04, subdivision 2 of the Act; and (iii) approval of the issuance of the multifamily housing revenue obligations in an amount not to exceed $35,000,000; and WHEREAS, the Borrower has requested that the City issue, sell, and deliver its multifamily housing revenue obligations, in an original aggregate principal amount not to exceed $35,000,000, designated as: (i) Multifamily Housing Revenue Note (Lily Gables Project), Series 2016A (the "Senior Note "); and (ii) Subordinate Multifamily Housing Revenue Bonds (Lily Gables Project), Series 2016B (the "Subordinate Bonds" and collectively with the Senior Note, the "Series 2016 Obligations "); and WHEREAS, the proceeds derived from the sale of the Senior Note will be loaned by the City to the Borrower (the "Senior Loan ") pursuant to the terms of a Project Loan Agreement, dated on or after May 1, 2016 (the "Project Loan Agreement "), by and among. the City, a fiscal agent to be determined by the Borrower (the "Fiscal Agent "), and the Borrower; and WHEREAS, the principal of and interest on the Senior Loan will be paid from loan repayments to be made by the Borrower under the terms of the Project Loan Agreement, and as security for the repayment of principal and interest on the Senior Loan, the Borrower will execute and deliver to the City a Mortgage, Assignment of Leases and Rents, Security Agreement and Fixture Filing, dated on or after May 1, 2016 (the "Mortgage "), to be assigned by the City to the Fiscal Agent under the terms of an Assignment of Mortgage, Assignment of Leases and Rents, Security Agreement and Fixture Filing, dated on or after May 1, 2016 (the "Assignment "); WHEREAS, the Senior Note will be issued pursuant to this resolution and a Funding Loan Agreement, dated on or after May 1, 2016 (the "Funding Loan Agreement "), by and among TCF Investments Management, Inc., a Minnesota corporation, or another financial institution selected by the Borrower (the "Funding Lender "), the City, and the Fiscal Agent; and WHEREAS, the Senior Note and the interest on the Senior Note: (i) shall be payable solely from the revenues pledged therefor under the Project Loan Agreement, the Funding Loan Agreement, and the Mortgage; (ii) shall not constitute a debt of the City within the meaning of any constitutional or statutory limitation; (iii) shall not constitute nor give rise to a pecuniary liability of the City or a charge against its general credit or taxing powers; (iv) shall not constitute a charge, lien, or encumbrance, legal or equitable, upon any property of the City other than the City's interest in the Project Loan Agreement; and (v) shall not constitute a general or moral obligation of the City; and 13 WHEREAS, the proceeds derived from the sale of the Subordinate Bonds will be loaned by the City to the Borrower (the "Subordinate Loan ") pursuant to the terms of a Subordinate Loan Agreement, dated on or after May 1, 2016 (the "Subordinate Loan Agreement "), by and between the City and the Borrower; and WHEREAS, the Subordinate Bonds will be secured by: (i) an obligation of the Borrower to make loan repayments under the Subordinate Loan Agreement; (ii) a subordinate assignment of all net revenues from the Project; (iii) a pledge and assignment of the Borrower's interest in its Taxable Tax Increment Revenue Note, Series 2007A, originally issued by the Columbia Heights Economic Development Authority on August 3, 2007, as amended (the "TIF Note "), to the repayment of the Subordinate Loan pursuant to the Subordinate Loan Agreement, and an assignment by the City to the Trustee of the City's interest in the Subordinate Loan Agreement and the TIF Note pursuant to a Subordinate Indenture, dated on or after May 1, 2016 (the "Subordinate Indenture "), by and among U.S. Bank National Association, a national banking association (the "Trustee "), and the City, each such pledge and assignment to be further evidenced by an Assignment, Pledge and Security Agreement, to be dated on or after May 1, 2016 (the "Security Agreement "), by and between the Borrower and the Trustee; and (iv) a guaranty provided by Dominium Holdings I, LLC and Dominium Holdings II, LLC (collectively, the "Guarantors ") pursuant to a Subordinate Bonds Guaranty Agreement, dated on or after May 1, 2016 the ( "Guaranty "), from the Guarantors to the Trustee; and WHEREAS, the Subordinate Bonds will be issued pursuant to this resolution and the Subordinate Indenture; and WHEREAS, the Subordinate Bonds and the interest on the Subordinate Bonds: (i) shall be payable solely from the revenues pledged therefor under the Subordinate Loan Agreement and the Subordinate Indenture; (ii) shall not constitute a debt of the City within the meaning of any constitutional or statutory limitation; (iii) shall not constitute nor give rise to a pecuniary liability of the City or a charge against its general credit or taxing powers; (iv) shall not constitute a charge, lien, or encumbrance, legal or equitable, upon any property of the City other than the City's interest in the Subordinate Loan Agreement and the TIF Note; and (v) shall not constitute a general or moral obligation of the City. WHEREAS, the Senior Note, the Project Loan Agreement, and the Mortgage shall be secured by a first lien on the real estate upon which the Project is proposed to be constructed (the "Project Premises "), together with certain personal property, tangible and intangible, associated and used in connection with the Project Premises and the improvements located on the Project Premises (collectively, the "Collateral ") and the Subordinate Bonds and the Subordinate Loan Agreement shall be secured by a subordinate lien on the Collateral pursuant to a Subordination and Standstill Agreement, dated on or after May 1, 2016 (the "Subordination Agreement "), between and among the Borrower, the Fiscal Agent, and the Trustee; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLUMBIA HEIGHTS, MINNESOTA AS FOLLOWS: 1. The City acknowledges, finds, determines, and declares that the issuance of the Series 2016 Obligations is authorized by the Act and is consistent with the purposes of the Act and that the issuance of the Series 2016 Obligations, and the other actions of the City under the Funding Loan Agreement, the Project Loan Agreement, the Subordinate Indenture, the Subordinate Loan Agreement, and this resolution constitute a public purpose and are in the interests of the City. The Project constitutes a "qualified residential rental project" within the meaning of Section 142(d) of the Code, and a "multifamily housing development" authorized by the Act, and furthers the purposes of the Act. In authorizing the issuance of the Series 2016 Obligations to finance the Project and the related costs, the City's purpose is and the effect thereof will be to promote the public welfare of the City and its residents by providing multifamily housing developments for low or moderate income senior residents of the City and otherwise furthering the purposes and policies of the Act. 2. The Housing Program is hereby adopted, ratified, and approved in all respects without amendment. The preparation of the Housing Program is hereby ratified, confirmed, and approved. The City Manager is hereby authorized to do all other things and take all other actions as may be necessary or appropriate to carry out the Housing Program in 14 accordance with the Act and any other applicable laws and regulations. Pursuant to the Housing Program, all units in the Project shall be occupied by at least one person who is at least 55 years of age at the time of initial occupancy. 3. Under Section 146 of the Code, the Series 2016 Obligations must receive an allocation of the bonding authority of the State of Minnesota. An application for such an allocation must be made pursuant to the requirements of the Allocation Act. The City Council hereby ratifies the authorization granted pursuant to the Preliminary Resolution with respect to the submission of an application for allocation of bonding authority pursuant to Section 146 of the Code and the Allocation Act in accordance with the requirements of the Allocation Act. The Mayor of the City and the City Manager and such other officials of the City who execute and deliver the Series 2016 Obligations and related documents (the "City Officials ") and Kennedy & Graven, Chartered, acting as bond counsel with respect to the Project and the Series 2016 Obligations ( "Bond Counsel "), are hereby authorized and directed to take all actions, in cooperation with the Borrower, as are necessary to submit an application for an allocation of bonding authority to MMB. 4. For the purposes set forth above, and upon receipt of an allocation of bonding authority from MMB, there is hereby authorized the issuance, sale, and delivery of the Series 2016 Obligations in one or more series in the maximum aggregate principal amount not to exceed $35,000,000. All of the provisions of the Series 2016 Obligations, when executed as authorized herein, shall be deemed to be a part of this resolution as fully and to the same extent as if incorporated verbatim herein and shall be in full force and effect from the date of execution and delivery thereof. 5. The Series 2016 Obligations shall bear interest at the rates, shall be designated, shall be numbered, shall be dated, shall mature, shall be in the aggregate principal amounts, shall be subject to redemption prior to maturity, shall be in such forms, and shall have such other terms, details, and provisions as are prescribed in the Funding Loan Agreement and the Subordinate Indenture, in substantially the forms now on file with the City, with necessary and appropriate variations, omissions, and insertions (including the addition of a series designation reflecting the year in which the Series 2016 Obligations are issued and any other changes to the titles of the Series 2016 Obligations as deemed appropriate, and changes to the aggregate principal amounts of the Series 2016 Obligations, the stated maturities of the Series 2016 Obligations, the interest rates on the Series 2016 Obligations, and the terms of redemption of the Series 2016 Obligations) as the City Officials, in their discretion, shall determine. The execution of the Series 2016 Obligations with the manual or facsimile signatures of the City Officials and the delivery of the Series 2016 Obligations by the City Officials shall be conclusive evidence of such determination. 6. The City hereby authorizes the Series 2016 Obligations to be issued, in whole or in part, as "tax- exempt bonds," the interest on which is excludable from gross income for federal and State of Minnesota income tax purposes or as taxable bonds. The Series 2016 Obligations shall be special, limited obligations of the City payable solely from the revenues provided by the Borrower pursuant to the Project Loan Agreement and the Subordinate Loan Agreement and other funds pledged pursuant to the Funding Loan Agreement and the Subordinate Indenture, respectively. The City does not pledge its general credit or taxing powers or any funds of the City to the payment of the Series 2016 Obligations. 7. To ensure compliance with certain rental and occupancy restrictions imposed by the Act and Section 142(d) of the Code and to ensure continuing compliance with certain restrictions imposed by the City, the City Officials are also hereby authorized and directed to execute and deliver: (i) a Regulatory Agreement, dated on or after May 1, 2016 (the "Senior Note Regulatory Agreement "), among the City, the Borrower, and the Fiscal Agent; and (ii) a Subordinate Regulatory Agreement, dated on or after May 1, 2016 (the "Subordinate Regulatory Agreement "), among the City, the Borrower, and the Trustee. The Senior Note Regulatory Agreement and the Subordinate Regulatory Agreement (together, the "Regulatory Agreements ") shall be executed and delivered by the City Officials on behalf of the City. All of the provisions of the Regulatory Agreements, when executed and delivered as authorized herein, shall be deemed to be a part of this resolution as fully and to the same extent as if incorporated verbatim herein and shall be in full force and effect from the date of execution and delivery thereof. 8. The Senior Note shall be sold to the Funding Lender under the terms and conditions of the Funding Loan Agreement, and the proceeds derived from the sale of the Senior Note shall be loaned to the Borrower in accordance 15 with the terms and conditions of the Project Loan Agreement. The Subordinate Bonds shall be sold to Dougherty & Company LLC (the "Underwriter ") pursuant to a Bond Purchase Agreement, dated on or after May 1, 2016 (the "Bond Purchase Agreement "), by and among the City, the Borrower, and the Underwriter, and the proceeds derived from the sale of the Subordinate Bonds shall be loaned to the Borrower in accordance with the terms and conditions of the Subordinate Loan Agreement. 9. The Borrower shall apply the proceeds of the Senior Loan and the Subordinate Loan to the payment of a portion of the capital costs of the Project and related costs. The loan repayments to be made by the Borrower under the Project Loan Agreement and the Subordinate Loan Agreement are to be fixed so as to produce revenues sufficient to pay the principal of, premium, if any, and interest on the Senior Note and the Subordinate Bonds, respectively, when due. 10. The City Council hereby provides that: (i) the Funding Loan Agreement shall provide the terms and conditions, covenants, rights, obligations, duties, and agreements of the owners of the Senior Note, the City, and the Fiscal Agent as set forth therein; and (ii) the Subordinate Indenture shall provide the terms and conditions, covenants, rights, obligations, duties, and agreements of the owners of the Subordinate Bonds, the City, and the Trustee as set forth therein. The Fiscal Agent is hereby appointed as Paying Agent and Bond Registrar for the Senior Note, and the Trustee is hereby appointed as Paying Agent and Bond Registrar for the Subordinate Bonds. All of the provisions of the Funding Loan Agreement and the Subordinate Indenture, when executed as authorized herein, shall be deemed to be a part of this resolution as fully and to the same extent as if incorporated verbatim herein and shall be in full force and effect from the date of execution and delivery thereof. 11. The City Council hereby provides that: (i) the Project Loan Agreement shall provide the terms and conditions, covenants, rights, obligations, duties, and agreements of the City, the Borrower, and the Fiscal Agent as set forth therein; and (ii) the Subordinate Loan Agreement shall provide the terms and conditions, covenants, rights, obligations, duties, and agreements of the City and the Borrower as set forth therein. All of the provisions of the Project Loan Agreement and the Subordinate Loan Agreement, when executed and delivered as authorized herein, shall be deemed to be a part of this resolution as fully and to the same extent as if incorporated verbatim herein and shall be in full force and effect from the date of execution and delivery thereof. 12. The Series 2016 Obligations shall be special, limited revenue obligations of the City, the proceeds of which shall be disbursed pursuant to the terms of the Funding Loan Agreement and the Project Loan Agreement and the Subordinate Indenture and the Subordinate Loan Agreement, and the principal, premium, and interest on the Series 2016 Obligations shall be payable solely from the proceeds of the Series 2016 Obligations, the revenues derived from the Project Loan Agreement and the Subordinate Loan Agreement, and the other sources set forth in the Funding Loan Agreement and the Subordinate Indenture, The Series 2016 Obligations shall not be payable from nor charged upon any funds other than the revenues pledged to their payment, nor shall the City be subject to any liability thereon, except as otherwise provided in this paragraph. No owner of the either of the Series 2016 Obligations shall ever have the right to compel any exercise by the City of any taxing powers of the City to pay either of the Series 2016 Obligations or the interest or premium thereon, or to enforce payment thereof against any property of the City except the interests of the City in the Project Loan Agreement, the Subordinate Loan Agreement, and the revenues and assets thereunder, which will be assigned to the Fiscal Agent (with respect to the Project Loan Agreement) and the Trustee (with respect to the Subordinate Loan Agreement). The Series 2016 Obligations shall recite that the Series 2016 Obligations are issued pursuant to the Act, and that the Series 2016 Obligations, including interest and premium, if any, thereon, is payable solely from the revenues and assets pledged to the payment thereof, and the Series 2016 Obligations shall not constitute a debt of the City within the meaning of any constitutional or statutory limitations. 13. The Funding Loan Agreement, the Project Loan Agreement, the Senior Note Regulatory Agreement, the Subordinate Indenture, the Subordinate Loan Agreement, and the Subordinate Regulatory Agreement are substantially in the form or forms now on file with the City, are hereby approved, with such necessary and appropriate variations, omissions, and insertions as are approved by Bond Counsel, as do not materially adversely change the substance thereof with respect to the City, and as the City Officials, in their discretion, shall determine, and the execution thereof by the City Officials shall be conclusive evidence of such determinations. 16 14. The Security Agreement, the Guaranty, and the Subordination Agreement shall be substantially in the forms now on file with the City which are hereby approved, with such omissions and insertions as do not materially change the substance thereof, and as the Borrower, the Trustee, and the Fiscal Agent, in their discretion, shall determine. 15. The City Officials are hereby authorized and directed to execute and deliver the following documents (collectively, the "Financing Documents "): (A) the Senior Note, the Project Loan Agreement, the Funding Loan Agreement, the Senior Note Regulatory Agreement, the Assignment, a Note Purchase Agreement, dated on or after May 1, 2016, if requested by the purchaser of the Senior Note (the "Note Purchase Agreement "), any consents or documents necessary in connection with the transfer of the Senior Note to the Federal Home Loan Mortgage Corporation, including without limitation, an amended and restated note, and such other documents as are necessary or appropriate in connection with the issuance, sale, and delivery of the Senior Note; and (B) the Subordinate Bonds, the Subordinate Loan Agreement, the Subordinate Indenture, the Subordinate Regulatory Agreement, the Bond Purchase Agreement, and such other documents as are necessary or appropriate in connection with the issuance, sale, and delivery of the Subordinate Bonds. The City Officials are hereby authorized and directed to execute and deliver the following closing documents (collectively, the "Closing Documents "): (i) one or more certificates of the City; (ii) an Information Return for Tax - Exempt Private Activity Bond Issues, Form 8038; (iii) an endorsement to a tax certificate of the Borrower relating to arbitrage, rebate, and other tax matters; and (iv) similar documents. All of the provisions of the Financing Documents and the Closing Documents, when executed and delivered as authorized herein, shall be deemed to be a part of this resolution as fully and to the same extent as if incorporated verbatim herein and shall be in full force and effect from the date of execution and delivery thereof. 16. The City hereby authorizes Bond Counsel to prepare, execute, and deliver its approving legal opinions with respect to the Series 2016 Obligations and related matters. 17. Except as otherwise provided in this resolution, all rights, powers, and privileges conferred and duties and liabilities imposed upon the City or the City Council by the provisions of this resolution or of the aforementioned documents shall be exercised or performed by the City or by such members of the City Council, or such officers, board, body or agency thereof as may be required or authorized by law to exercise such powers and to perform such duties. No covenant, stipulation, obligation or agreement herein contained or contained in the aforementioned documents shall be deemed to be a covenant, stipulation, obligation or agreement of any member of the City Council, or any officer, agent, or employee of the City in that person's individual capacity, and neither the City Council nor any City Officials executing the Series 2016 Obligations shall be personally liable on the Series 2016 Obligations or be subject to any personal liability or accountability by reason of the issuance thereof. No provision, covenant or agreement contained in the aforementioned Financing Documents, Closing Documents, or in any other document relating to the Series 2016 Obligations, and no obligation therein or herein imposed upon the City or the breach thereof, shall constitute or give rise to a general or moral obligation of the City, or create or establish any pecuniary liability of the City, or create or establish any charge upon the general credit or taxing powers of the City. in making the agreements, provisions, covenants, and representations set forth in such documents, the City has not obligated itself to pay or remit any funds or revenues, other than funds and revenues derived from the Project Loan Agreement and the Subordinate Loan Agreement which are to be applied to the payment of the Series 2016 Obligations, as provided therein. 18. Simultaneously with the execution and delivery of the Financing Documents, there shall be delivered to the City the following: (i) an opinion of counsel to the Borrower as to such matters as shall be required by the City and Bond Counsel; (ii) one or more opinions of Bond Counsel as may be required by the City, the Funding Lender, counsel to the Funding Lender, the Fiscal Agent, the Borrower, and counsel to the Borrower; and (iii) such other opinions, instruments, and documents as the City may require as a condition to the issuance of the Series 2016 Obligations and the other actions of the City authorized by this resolution. IN 19. Except as herein otherwise expressly provided, nothing in this resolution or in the aforementioned documents expressed or implied, is intended or shall be construed to confer upon any person or firm or corporation, other than the City, and any holder of the Series 2016 Obligations issued under the provisions of this resolution, any right, remedy or claim, legal or equitable, under and by reason of this resolution or any provisions hereof, this resolution, the aforementioned documents, and all of their provisions being intended to be and being for the sole and exclusive benefit of the City, and any holder from time to time of the Series 2016 Obligations issued under the provisions of this resolution. 20. In case any one or more of the provisions of this resolution (other than the provisions limiting the liability of the City, the City Officials, or any officer, employee, or agent of the City contained herein), or of the aforementioned Financing Documents or Closing Documents, or of the Series 2016 Obligations issued hereunder shall for any reason be held to be illegal or invalid, such illegality or invalidity shall not affect any other provision of this resolution, or of the aforementioned Financing Documents or Closing Documents, or of the Series 2016 Obligations, but this resolution, the aforementioned documents, and the Series 2016 Obligations shall be construed and endorsed as if such illegal or invalid provisions had not been contained therein. 21. The Series 2016 Obligations, when executed and delivered, shall contain a recital that they are issued pursuant to the Act, and such recitals shall be conclusive evidence of the validity of the Series 2016 Obligations and the regularity of the issuance thereof, and that all acts, conditions, and things required by the laws of the State of Minnesota relating to the adoption of this resolution, to the issuance of the Series 2016 Obligations, and to the execution of the aforementioned documents to happen, exist, and be performed precedent to the execution of the aforementioned documents have happened, exist, and have been performed as so required by law. 22. The City will not participate in the preparation of any disclosure document relating to the offer and sale of the Series 2016 Obligations (the "Disclosure Documents "), and will make no independent investigation with respect to the information contained in any Disclosure Documents and the City assumes no responsibility for the sufficiency, accuracy, or completeness of such information, except for any information contained therein describing the City, or litigation with respect to the City. The City hereby consents to the distribution of the Disclosure Documents. The City hereby approves the execution and delivery by the Borrower (and any guarantor of the obligations of the Borrower) of any continuing disclosure agreement prepared and delivered for the benefit of the Funding Lender or the Trustee or any successors or assigns. 23. The authority to approve, execute, and deliver future amendments to the Financing Documents or other documents executed and delivered by the City in connection with the issuance of the Series 2016 Obligations is hereby delegated to the City Officials, subject to the following conditions: (i) such amendments do not materially adversely affect the interests of the City; (ii) such amendments do not contravene or violate any policy of the City; and (iii) such amendments are acceptable in form and substance to Bond Counsel. The authorization hereby given shall be further construed as authorization for the execution and delivery of such certificates and related items as may be required to demonstrate compliance with the agreements being amended and the terms of this resolution. The execution of any instrument by the City Officials shall be conclusive evidence of the approval of such instruments in accordance with the terms hereof. 24. The City Officials, Bond Counsel, other attorneys, engineers, and other agents or employees of the City are hereby authorized to do all acts and things required of them by or in connection with this resolution, the aforementioned documents, and the Series 2016 Obligations, for the full, punctual, and complete performance of all the terms, covenants, and agreements contained in the Series 2016 Obligations, the aforementioned documents, and this resolution. If for any reason the Mayor or the City Manager is unable to execute and deliver the documents referred to in this resolution, such documents may be executed by any member of the City Council or any officer of the City delegated the duties of the Mayor or the City Manager with the same force and effect as if such documents were executed and delivered by the Mayor or the City Manager. 25. The Borrower shall pay the administrative fee of the City when due in accordance with the terms of the Project 18 Loan Agreement and the Subordinate Loan Agreement. The Borrower will also pay, or, upon demand, reimburse the City for payment of, any and all costs incurred by the City in connection with the Project and the issuance of the Series 2016 Obligations, whether or not the Series 2016 Obligations are issued, including any costs for reasonable attorneys' fees. 26. This resolution shall be in full force and effect from and after its approval. RESOLUTION NO. 2016 -25 A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS, pursuant to a resolution passed by the Council on the dates stated below, the City Engineer has prepared plans and specifications for Zone 2 and State Aid Street Rehabilitation Improvements, for the following: Zone 2: Resolution passed February 1, 2016 41 =Avenue, Reservoir Boulevard to Stinson Boulevard 43IdAvenue, Reservoir Boulevard to Arthur Street State Aid: Resolution passed March 7, 2016 th th Jefferson Street, 40 Avenue to 44 Avenue NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF COLUMBIA HEIGHTS, MINNESOTA 1.Such plans and specifications identified as 2016 Zone 2 Street Rehabilitation, City Project 1602 and2016 State Aid Street Rehabilitation, City Project Number 1605 are hereby approved. 2.The City Clerk shall prepare and cause to be inserted in the official paper and in a trade journal anadvertisement for bids upon making of such improvement under such approved plans andspecifications. The advertisement shall be published a minimum of three weeks prior to the bidopening, shall specify the work to be done, shall state that bids will be received by representatives ofthe City Council of Columbia Heights until 10:00 a.m. on Tuesday, April 19, 2016 at which time they willbe publicly opened at the place designated, will then be tabulated and will be considered by the CityCouncil on Monday, April 25, 2016 in the Council Chambers. Any bidder whose responsibility isquestioned during consideration of the bid will be given an opportunity to address the council on theissue of responsibility. No bids will be considered unless sealed and filed with the clerk andaccompanied by a cash deposit, bid bond, or certified check payable to the City of Columbia Heights for5 percent of the amount of such bid. RESOLUTION NO. 2016-26 A resolution of the City Council for the City of Columbia Heights, Minnesota, Whereas, pursuant to a Joint Powers Agreement (JPA) with the City of St. Anthony, the City of St. Anthony has advertised for bids for City Project No. 1508. Bids for the Stinson Boulevard Street and Utility Improvement Project and Appurtenant Work were received, opened and tabulated according to law. 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 following bids were received by the City of St. Anthony complying with the advertisement: Bidder Base Bid RL Larson Excavating, Inc. $ 2,060,276.95 LaTour Construction, Inc. $ 2,082,368.90 Northdale Construction Co. $ 2,505,601.56 Park Construction Co. $ 2,551,726.55 SR Weidema, Inc. $ 2,651,130.34 It appears that RL Larson Excavating, Inc. of St. Cloud, MN is the lowest responsible bidder. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA: The City of Columbia Heights concurs with the City of St. Anthony Village in awarding the construction contract for the Stinson Boulevard 2016 Street and Utility Improvement Project and Appurtenant Work, City of Columbia 19 Heights' Project 1508, to RL Larson Excavating, Inc. of St. Cloud, MN according to plans and specifications therefore approved by the Council. The City of Columbia Heights portion of City Project No. 1508 shall be funded from the Fund 415 -51508 -5185. • • . A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS, the 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, 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 (a) The City reasonably intends to make expenditures for Project Nos. 1508 and 1605 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 $325,000. (b) The City reasonably intends to make expenditures for Project Nos. 1602 and 1607 consisting of Zone 2 Street Rehabilitation, including 45th Avenue from Main Street to dead end at University Avenue 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 $217,000. (c) 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. 20 Meeting of: Date of Meeting: Time of Meeting: Location of Meeting: Purpose of Meeting: CALL TO ORDER /ROLL CALL The meeting was called to order at 7:21 PM COLUMBIA HEIGHTS CITY COUNCIL March 7, 2016 7:00 PM (Following the Public Improvement Hearings) Conference Room #1 WORKSESSION Present: Mayor Peterson, Councilmembers Murzyn Jr, Williams, Nawrocki and Schmitt Also Present: City Manager Walt Fehst, Kevin Hansen, Renee Dougherty, Gary Gorman, Kelli Bourgeois, and Katie Bruno City Library: Construction update: Director of Public Works Kevin Hansen reported the library project is on schedule, samples of the brick and stone were shared with the Council. The Library Board is anticipating a June 18th Grand opening. Samples of furniture and interior finishes were available for review. FF &E bids: Bids for Fixtures Furniture & Equipment have come in $140,000 under the budgeted amount. Existing Library: Director Hansen reported the City has looked at annual cost to operate the existing library building, estimated at $50,872. Future significant improvement costs include a new roof and a new air handling unit in the next few years. Director Hansen reported the City has been working with CORE Commercial Real Estate, a market analysis was completed. It was reported the location and general structure are good. Challenges include ADA issues, and the location of the elevator. The broker would suggest marketing the building for $650,000. Anoka County has it valued at $598,000. Councilmember Nawrocki asked if the fact that the building was built with federal dollars would cause any problems in selling it. Nawrocki suggested adding the adjacent parking lot, and increasing the asking price. The Council agreed to get the building marketed as soon as practical. Hansen suggested selling some of the equipment as well. Director Hansen requested consideration for a change order to allow for an Automated Material Handling System, at an approximated cost of $65,000. Funds are available in the contingencies budget. 2016 Proiects update Street Rehab Projects (Zone 2, 45th Avenue, Stinson Blvd, Seal Coating): Hansen gave an overview of the planned projects, noting 2016 will be very busy, likely taking 2017 off from the street rehab program, continuing in 2018 with Zone 4. Water Tower: Director Hansen reported bids for the Water Tower rehab will be in later in the week. Council was asked for direction regarding design. A couple of renderings were displayed, the council preferred black lettering. `al The estimated cost is $8,000 for a logo on two sides. Mayor Peterson asked to get a quote to include "City of Peace ". Councilmember Schmitt suggested adding the CH logo on one side, and the "City of Columbia Heights" on the other. Hansen thought that would work, and maybe cost a little less. City Manager Walt Fehst commented that we recently submitted an application for an "All American City" award, and if needed, could that be added. 2016 Water Main Clean & Line: Director Hansen reported approximately 4,800 feet of water main will be cleaned and lined in the area of 491h Ave from Central Ave to Reservoir Blvd and 40th Ave from Arthur to Hayes, and Arthur from 40th to 43`d Circle Terrace Park Improvements Director Hansen reported that LaBelle Park was completed in 2015. Money was budgeted in 2016 for regrading, new playground equipment, and a new % court area. 2016 Planning Proiects HSIP Project on Central — Lighting and Sidewalks 47th to 51" A grant was received for safety improvements along Central Ave between 47th and 51St. Improvements include improved lighting and sidewalk renovation. Estimated cost is $800,000, the grant from MNDOT would pay for 90% of the cost. Councilmember Murzyn, Jr. suggested going further south than 47th Ave. Hansen stated council can determine the location as the plans are developed. 53`d Avenue west of Central (joint w/ City of Fridley) — funding application Staff is requesting support for joint applications with the City of Fridley for State or Federal funding for the proposed project of a roundabout and raised median on 53`d Avenue, west of Central. Hansen reported this area has a very high crash rate. 37th Avenue Reconstruction (joint w/ City of Minneapolis) — funding application Director Hansen explained the City of Minneapolis is interested in a joint project, and will be meeting with them soon. Traffic Signals: 37th at TH47 & TH65; 40th @ TH65; Painting existing poles on TH65 Director Hansen reported the cost to repaint traffic signals along Highway 65 is approximately $18,000 per intersection, paid for by the City. Photos of various intersections were displayed. The City would consider getting bids for three intersections; at 41St' 44 th and 45th or 47th. Councilmember Nawrocki asked if they traffic poles could be touched up. Hansen noted because of paint fading touch up is not recommended. Discussion regarding the purchase and Installation of Warning Sirens Fire Chief Gary Gorman reported the City currently has four warning sirens. Two of the sirens were purchased and installed in 1995. The other two sirens were purchased and installed in 1973. These two older sirens are 43 years old and have maintenance problems that have brought them to the end of their useful life. In 2015 the Fire Department had mapping done using technology that included topography. The mapping showed that the current locations of the sirens did not adequately cover the PEA entire City, especially the southeast quadrant. Staff has received quotes from three companies for two new Federal 2001 -130 rotating sirens and control boxes. These are the modern version of our 1995 rotating sirens. Staff has also received quotes for the installation and moving of the sirens as needed. The total amount is within the approved budget amount of $46,000. Public Works will perform the ground restoration as needed. Discussion related to adoption of the State's Record Retention Policy City Clerk Katie Bruno reported The City Council adopted the current Columbia Heights Records Retention Schedule in 1999. It appears the current schedule is modeled after the State's City General Record's Records Retention Schedule with some modifications. Councilmember Schmitt questioned the current policy for email. Kelli Bourgeois, Human Resource Director /Assistant to the City Manager reported email are retained through the city's IS department. Bourgeois also noted some emails fall into a specific retention document. Councilmember Nawrocki asked for a summary of the Records Retention schedule. Bruno stated the schedule addresses a variety of documents the city may have on hand, and how long we are required to keep them. Discussion related to Advisory Commission Appointments The council appointed Adam Schill to serve on the Planning & Zoning commission with a term ending April 1, 2017. Nick Novitski was selected to serve on the Traffic Commission with a term ending April 1, 2019. Discussion regarding change in Polling Location, Precinct 3 Councilmember Nawrocki questioned if the library can accommodated the extended polling place hours. City Manager Walt Fehst commented that the community room will have separate access from the library. Meeting Adjourned at 9:16 PM Respectively Sub ted, Katie Bruno, Council Secretary /City Clerk 23 OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS SPECIAL CITY COUNCIL MEETING- PUBLIC IMPROVEMENT HEARING MARCH 7, 2016 The following are the minutes for the Public Improvement Hearing meeting of the City Council held at 6:30 PM on Monday February 1, 2016 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, Minnesota 1. CALL TO ORDER Mayor Peterson called the meeting to order at 6:48 p.m. 2. ROLL CALL Present: Mayor Peterson, Councilmembers Nawrocki, Schmitt and Murzyn, Jr. Also Present: Walt Fehst; City Manager, Kevin Hansen; Public Works Director, Kathy Young; Assistant City Engineer, Katie Bruno; City Clerk /Council Secretary 3. PLEDGE OF ALLEGIANCE 4. PUBLIC IMPROVEMENT HEARING: 2016 STATE AID STREET REHABILITATION PROGRAM — STINSON BOULEVARD Director of Public Works Kevin Hansen gave an overview of the proposed project. Project cost to Columbia Heights is $1,150,000, overall project cost is $2,400,000. Costs are split 50/50 for roadway and engineering costs, we pay all our utilities costs. 90% will be paid from State Aid or Utility Funds, and 10% will be assessed ($140,000). Councilmember Nawrocki asked about access for residents of Heights Manor. Director Hansen reported the project will be done in phases, noting one access will always be open. Councilmember Nawrocki questioned the plans for the building to the north of Heights Manor. Hansen reported that a dentist who currently has an office on 41" and Central will be relocating to that building. Mayor Peterson opened the Public Hearing; there was no one interested in speaking. A. Consideration of Resolution Motion by Councilmember Murzyn, Jr., seconded by Councilmember Williams to waive the reading of Resolution 2016 -22, there being ample copies available for the public. All Ayes, Motion Carried. Motion by Councilmember Murzyn, Jr., seconded by Councilmember Williams to adopt Resolution 2016 -22 being a resolution ordering improvement of State Aid Street Rehabilitation — Stinson Boulevard, City Project 1508, All Ayes, Motion Carried. 5. ADJOURNMENT Meeting adjourned at 6:57 p.m. ioj�' 6�W� Respectively Submitted, Katie Bruno, Council Secretary /City Clerk 24 RESOLUTION NO. 2016-22 A resolution of the City Council for the City of Columbia Heights, Minnesota, Whereas, Resolution 2015 -95 of the Columbia Heights City Council adopted the 23rd day of November, 2015, fixed a date for a Council hearing on the proposed improvement on Stinson Boulevard from 37th Avenue to Silver Lane (St. Anthony), 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 7th day of March, 2016, at which time all persons desiring to be heard were given an opportunity to be heard thereon, and Whereas, the Council determines to proceed with this local improvement, a portion of the cost being defrayed by special assessments under Charter provisions, 1508 STATE AID STREET REHABILITATION Stinson Boulevard, 37th Avenue to Silver Lane The proposed street width will be reduced from 42 feet to 37 feet wide. Work includes required utility reconstruction, new granular base, new aggregate base, new concrete curb and gutter with driveway aprons, new bituminous surfacing for pavement and trail, required concrete or bituminous driveway and walk /step replacement, sod restoration, miscellaneous construction items, and appurtenances. 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 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 the 23rd day of November, 2015. These improvements shall also be known as Project No, 1508, PIR: 2016 -SA -02 -001. The City Engineer, Kevin Hansen, is hereby designated as the engineer for this improvement. 25 OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS SPECIAL CITY COUNCIL MEETING- PUBLIC IMPROVEMENT HEARING MARCH 7, 2016 The following are the minutes for the Public Improvement Hearing meeting of the City Council held at 7:00 PM on Monday March 7, 2016 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, Minnesota 1. CALL TO ORDER Mayor Peterson called the meeting to order at 7:00 p.m. 2. ROLL CALL Present: Mayor Peterson, Councilmembers Nawrocki, Schmitt and Murzyn, Jr. Also Present: Walt Fehst; City Manager, Kevin Hansen; Public Works Director, Kathy Young; Assistant City Engineer, Katie Bruno; City Clerk /Council Secretary 3. PLEDGE OF ALLEGIANCE 4. PUBLIC IMPROVEMENT HEARING: 2016 STATE AID STREET REHABILITATION PROGRAM — JEFFERSON STREET Director of Public Works Kevin Hansen reported a Public Informational Meeting was held February 29tH eight residents were in attendance. An overview of the Jefferson Street project was given. An evaluation of Jefferson was completed, a mill and overlay is being recommended. Based on traffic volumes, the city will pay for 30 %, the assessed portion will be 70 %. The proposed rate per parcel is $1,750. Councilmember Schmitt asked if there has been any water main breaks recently on Jefferson. Hansen reported there has not been in the proposed segment. Councilmember Nawrocki asked if any trees will be removed. Hansen reported problem trees will be marked, and there will be an opportunity for public comment prior to removal. Property owners would be offered a replacement tree if desired. Councilmember Nawrocki stated he feels State Aid funds should pay for the entire project, as residents are inconvenienced with an increase in traffic and parking restrictions. Motion by Councilmember Williams, seconded by Councilmember Schmitt to waive the reading of Resolution 2016 -23, there being ample copies available for the public. All Ayes, Motion Carried. Motion by Councilmember Williams, seconded by Councilmember Schmitt to adopt Resolution 2016 -23 being a resolution ordering improvement and preparation of plans for State Aid Street Rehabilitation — Jefferson Street, City Project 1605. All Ayes, Motion Carried. 5. ADJOURNMENT Meeting adjourned at 7:12 p.m. Respectively Submitted, Katie Bruno, Council Secretary /City Clerk 26 RESOLUTION NO. 2016-23 A resolution of the City Council for the City of Columbia Heights, Minnesota, Whereas, Resolution 2015 -100 of the Columbia Heights City Council adopted the 14th day of December, 2015, fixed a date for a Council hearing on the proposed improvement on Jefferson Street from 40th Avenue to 44th Avenue, 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 7th day of March, 2016, at which time all persons desiring to be heard were given an opportunity to be heard thereon, and Whereas, the Council determines to proceed with this local improvement, a portion of the cost being defrayed by special assessments under Charter provisions, 1605 STATE AID STREET REHABILITATION Jefferson Street, 40th Avenue to 44th Avenue Work includes required utility reconstruction /repair, spot replacement of curb and gutter with required concrete or bituminous driveway and walk /step replacement, new bituminous surfacing, sod restoration, miscellaneous construction items, and appurtenances. 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 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 the 14th day of December, 2015. These improvements shall also be known as Project No. 1605, PIR: 2016 -SA -44 -001. 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. 27 DRAFT i ) !' QIRITY MINUTES OF OF MARCH 14, 2016 1. Call to order — The meeting was called to order by Chair Diehm at 6:30 pm. 2. Roll Call — Members present: Bruce Nawrocki, Gary Peterson, Donna Schmitt, John Murzyn Jr, Tammera Diehm, and Rheta Nelson. Staff Present: Executive Director -Walt Fehst, Community Development Director - Joseph Hogeboom, and Secretary- Shelley Hanson. Legal Counsel- Martha Ingram, Kennedy & Graven CommonBond Staff- Laura Frost. 3. Pledge of Allegiance — Recited CONSENT AGENDA 4. Approve Minutes of July 28, 2015 5. Approve Financial Report and Payment of Bills for July- December 2015 on Resolutions 2016 -01 Questions from members; No one had any questions. Motion by Schmitt, seconded by Mut zyn, to approve iten2s on the Consent Agenda as presented. All ayes. MOTION PASSED. HRA RESOLUTION 2016 -01 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY (HRA) APPROVING THE FINANCIAL STATEMENT FOR JULY - SEPTEMBER, 2015 AND PAYMENT OF BILLS FOR THE MONTHS OF JULY- SEPTEMBER, 2015. WHEREAS, the Columbia Heights Housing and Redevelopment Authority (HRA) is required by Minnesota Statutes Section 469.096, Subd. 9, to prepare a detailed financial statement which shows all receipts and disbursements, their nature, the money on hand, the purposes to which the money on hand is to be applied, the HRA's credits and assets and its outstanding liabilities; and 28 HRA Minutes Page 2 March 14, 2016 WHEREAS, said Statute also requires the HRA to examine the statement and treasurer's vouchers or bills and if correct, to approve them by resolution and enter the resolution in its records; and WHEREAS, the financial statement for the months of July, August, and September, 2015 and the list of bills for the months of July, August, and September, 2015 are attached hereto and made a part of this resolution; and WHEREAS, the HRA has examined the financial statement and the list of bills and finds them to be acceptable as to both form and accuracy. NOW, THEREFORE BE IT RESOLVED by the Board of Commissioners of the Columbia Heights Housing & Redevelopment Authority that it has examined the attached financial statements and list of bills, which are attached hereto and made a part hereof, and they are found to be correct, as to form and content; and BE IT FURTHER RESOLVED the financial statements are acknowledged and received and the list of bills as presented in writing are approved for payment out of proper funds; and BE IT FURTHER RESOLVED this resolution and attachments are to be made a part of the permanent records of the Columbia Heights Housing & Redevelopment Authority. Passed this 14th day of March, 2016. MOTION BY: Schmitt SECONDED BY: Murzyn AYES: All ayes Chair Attest by: Shelley Hanson, Secretary BUSINESS ITEMS 6. Approve Repayment of North Building Operating Grant to HUD Kloiber told members that under the terms of the sale of Parkview Villa to Aeon, the HRA must repay the remaining unused portion of the HUD operating grant funds received as a rent subsidy for the North building to HUD. This operating grant was received by the HRA in annual installments over many years. During the years of operation, the HRA was allowed to retain the unused portion as a reserve to cover possible large or unexpected building expenses of the North building. 29 HRA Minutes Page 3 March 14, 2016 The repayment is due to HUD by March 24, 2016. After payment of all final expenses allocable to the North building, the remaining unused portion is $927,139. This is roughly equivalent to 18 months of operating budget for the North building. Kloiber stated that wire transfer instructions were received today from HUD in order to make the payment. The final expenses are included in the financial report dated December 31, 2015, provided in the agenda packet. The final expenses were determined by combining: 1. Routine expenses recorded by the management company CommonBond. 2. Amounts paid through the title company at closing, such as closing fees and prorated utilities. Certain items paid through the City finance department and charged to the HRA, such as the final audit and legal costs. The $927,139 repayment of the operating grant to HUD is in addition to the $5,200,000 the HRA has agreed to pay HUD from the sale of the North building and land. That $5,200,000 payment is not due until the HRA collects the sales price from the buyer Aeon in 30 years. Kloiber told members that no part of this HUD repayment relates to the reserve from the South building, as HUD has no participation in the South building. The remaining reserve from the South building is $1,008,450; and must be used for purposes related to housing. Nawrocki asked if we could use the funds to offset the levy to lower taxes for residents. Hogeboom said this would be discussed at the goal setting session to determine how the Council would like to use these funds. Staff recommends approval of the repayment to HUD. Motion by Peterson, seconded by Schmitt, to approve the repayment of the unused operating grant to US Department of Housing and Urban Development, in the amount of $927,139. Roll Call: All ayes. 7. Parkview Villa Construction Update Hogeboom told members that AEON Housing began a massive construction and remodeling project at Parkview Villa immediately following the sale of the property in September, 2015. The scope of work includes extensive interior renovations to the common spaces and some of the dwelling units, reconfiguration of the common spaces, new widows, updates to the mechanical /electrical systems and installation of new siding on the South building. Outdoor gathering areas will also be reconfigured. The project is approximately half complete and is expected to be done by fall of 2016. Most of the public spaces are temporarily closed due to the construction. Commission member Nelsen also described the work being done. She said the ADA units are now complete and residents have moved back into them. Nawrocki told her that the City is considering moving the voting precinct to the new Library when it is complete, rather than using Parkview Villa as has been done in the past. She thought that would work out just fine. 30 HRA Minutes Page 4 March 14, 2016 8. Proposed New HRA Format Discussion Hogeboom stated that this meeting will serve as the last regular meeting of the HRA as it is set up currently. However, because the HRA technically needs to exist as a legal entity if there are outstanding contracts with the US Dept. of HUD, the HRA cannot be dissolved. Staff and the EDA/HRA Attorney discussed the future of the HRA, and came up with a proposal to amend the bylaws of both the EDA and the HRA to allow the same members of the EDA to serve as members of the HRA. Under this new arrangement, the HRA would have to convene at least once a year to discuss HUD related business. However, meetings could occur adjacent to EDA meetings and involve the same people. If the HRA is amendable to this course of action, staff will bring proposed bylaw changes to an upcoming EDA meeting. Staff seeks direction from the HRA members in moving forward with changes that would allow EDA members to serve as the HRA Board. Diehm stated that most cities have it set up as the Attorney has suggested. Schmitt asked if the two Commissions can just be combined into one. Hogeboom responded that according to HUD rules there has to be a clear separation even though it can have the same members. He said the EDA will still have the 5 councilmembers and 2 members at large from the community, but the HRA would just be the 5 councilmembers. The HRA would need to hold a meeting once a year to elect officers and then could adjourn before going into another meeting. Chair Diehm thanked Laura Frost from CommonBond for her cooperation and assistance during the sale process. Her knowledge and performance were appreciated by the EDA/City Council. Hogeboom told members they would be notified of a Special meeting that will be called in order to amend the bylaws and to adopt the State Retention Schedule once they are complete. The next regular HRA meeting will be scheduled for January 3, 2017 at City Hall. The meeting was adjourned at 6:50 pm. Respectfully submitted, Shelley Hanson Secretary 31 AGENDA SECTION CONSENT ITEM NO. 7C MEETING DATE MARCH 28, 2016 • • c. • ITEM: Rental Housing Licenses DEPARTMENT: Fire CITY MANAGER;6 AP ROYAL: Y BY /DATE: Gary Gorman BY /DATE:, fj? C' � r- Uj U: C 1• 7 -,T i T i T 14 0161 -111 [ Q 0 Approval of attached list of rental housing applications. RECOMMENDED MOTION(S): Move to approve the items listed for rental housing license applications for March 28, 2016, in that they have met the requirements of the Property Maintenance Code. ATTACHMENTS: List of Rental Licenses to Approve (PDF) 32 ��mF�n�Lk tmA���by sum m Um L UM In 511 A H � City Council 2016 � � �� �� �� �� �� � �� �� �� �� U� �� �� � �� �� 8� �� �� �� �� � �0� 0� �� � _ 825 41st Avenue NE°Columbia Heights, MNs5421"Inspections 763-706-8156"�763-706-8151°fireinspectiom@ci.columbia-heights.nn.us __________________________________________________ 10010 1118 44112 AVE Girmay, Esdfanoa F15054 Z150VV International Speedway Blvd $175.00 -------------------------------------------------- Daytona Beach, FL32114 10024 4131 JEFFERSON ST K43R|Asets F15107'E 83OONK4opacExpressway #I00 $176.00 __________________________________________________ Austin, TX78759 10027 3854 TYLER 3T Daniel & Linda 0esnea F14980 14114 Canary Ln $175.00 ________________________________ Minnetonka, IVINS534S _________________ 10047 4224 JACKSON ST Ali, Mir F15006 232O4Sth Avenue NE $175.00 __________________________________________________ Columbia Heights, k1NSE421 10056 1UOJGOULDAVE Koo{mo,Rosa|yn F24974 27SS Holly StI $175.00 __________________________________________________ Cambridge, K4N550O8 10058 4428 BENJAMIN 5T |H3 Property Minnesota LP F14990A 127O Eagan Industrial Rd #160 $175.00 ________________ Eagan, K4N5S121 _________________________________ 10067 1O2043RDAVE Baker, Jetson F14995 137OR|ena/d Row NVV $175.00 -------------------------------------------- Atlanta, GA38318 18077 443U ARTHUR ST Huss, Michael -'----- F15001 1212Oth AVE 5 $175.00 __________________________________________________ New Brighton, MNS5112 10103 3917POLKST Ward, Richard F14964 1828 Beckman Ave $17S.00 ___________________________________________ Arden Hills, MNSSl12 10132 4409ARTHURS[ Picotte Ronald F14996 3931172nd Lane NVV $175.00 ------------------------------------ Andover, K4N553O4 -------------------- 10137 37O1 RESERVOIR BLVD 3a|em,Fadie F15090 1O3634TH AVE NE $175.00 _________________________________________________- MINNEAPOLIS, IMN5S418 10142 1D1245THAVE Mo6en,Tanya F15129 SSD92SthAvenue S $175.DO __________________________________________________ Minneapolis, K4NSS4O7 03/242016 1037 PT 1 _ 825 41st Avenue NE"Columbia Heights, IVIN55421°Inspections 763-706-8156" Fax 763-706-8151"fireinspections@ci.columbia-heights.mn,us 10158 1OO942l/2AVE Koehler, Aaron F15037 6lZ5VVestridgeBlvd. 5175.00 _----- ___________________________________________ Edina, K4NSS43G --- _ 10195-213 1O1141S7AVE [UVV Leasing LLC F15029 11674 Lakeview Court $175.00 __________________________________________________ Champlin, MNSS316 10197 712S1STAVE 1HJ Property Illinois LP F14987 227O Eagan Industrial Road #160 $I75.00 ________________________________________ Eagan, K4N55121 10208 5050 k4UL[AHEDR (H2 Property Illinois, LP F14988B 127O Eagan Industrial Road #150 $175.00 __________________________________________________ Eagan, MN6S121 102I2 4246 JACKSON ST |H2 Property Illinois, LP F14988 1370 Eagan Industrial Rd #160 $175.00 __________________________________________________ Eagan, MN5S12l 10213 38OG JACKSON ST Oz, Mercedes F15073 22365E| Toro Road #279 $175-00 __________________________________________________ Lake Forest, CA 92630 10219 17l7 INNSBRUCK PKWY ]acobua,Dan F14973 2O5D Chatsworth [t, $175.00 Roseville, k4N5S113 __________________________ 10225 48US 5TH ST Cel Monton,LLC F15058A 1D45 Stinson PKWY #lOI $I75.00 __________________________________________________ Minneapolis, MNSS41O I0237 41O5 MADISON 3T Due,YinQZ. F15067 2GOO26th Ave S #100 $175.00 __________________________________________________ Minneapolis, K4N5S4O6 10239 4453 MADISON ST Voigt,Ash{ey F14917 2261 Nash Circle $17S.08 __________________________________________________ Anchorage, AK895O8 10240 3914 TYLER ST Strom, John F15082 1296273nd Place N $175D0 __________________________________________________ Maple Grove, MNSS369 10252 1070 GR4NDV|EVVCT Wilkins, Joel F15009 3421 Chandler Rd $175.00 _________________________________________________- Shoreview, K4N55126 03/22/2016 zo:ar p�e a x� 82541st Avenue ws^ Columbia Heights, mw55*az" Inspections 7o3-70a*z56° Fax 7s3-7no-8zsz"firo mbm-heigh#.mn.ws -------------------------------------------------- 1026 4319 7TH IT Olson, Mark F15093 J1D7 5th Street NE S175.00 Minneapolis, K4N5S418 __________________________________________________ 10288 3741 TYLER ST Kian Gholam F15052 3817 Beard Ave. Si 5175.00 Minneapolis, MIN 5S41O-1O4O __________________________________________________ 10289 4l71 3RD 3T Smith, Terra F15048 4116 Sunset Trail Nnrth $175.00 Brooklyn Park, K4N5S443 ______ --- ________________________________________ I0300 I070 GRANDVEVV[T Ruzicka ]nn FI4992 1155 Ford Road #202 $175D0 St Louis Park, K4N6S426 __________________________________________________ 10305 371B TYLER ST Parks Brian F15066 8620 Annapolis Lane N. $175.00 Maple Grove, MN 55369 __________________________________________________ 10331 4OS9 JEFFERSON ST Ahmed, Adam F15063 654G Willow Lane N. $175.00 Brooklyn Center, K4N5543O __________________________________________________ 20324 11224[THAVE K4SK1 F15107-A O3OONMopacExpressway #208 $175.00 Austin, TX78759 __________________________________________--- 10357 I2OO PIERCE TER Pelhan,LL[ F15081 118S Pierce Terrace $175.00 Columbia Heights, MN 55421 __________________________________________________ 10358 49S6 JACKSON 3T Zhaqui]ose F25088 3526 Portland Ave S. $175l0 Minneapolis, KxNS54O4 __________________________________________________ 10364 131744THAVE Jou bori, SeharAJ F15032 12236RadissnnRdNE $176l0 Blaine, MN 55449 __________________________________________________ 10357 4O4D MADISON ST Gammada,UrQessa F15096 173D HOLLYWOOD AVE NE $17500 Minneapolis, K4NSS418 __________________________________________________ 10369 4J29 7TH ST Hampton Investments, Inc. P151I4 28l7 Anthony Lane S.#%[8 $175.00 St. Anthony, MIN 55418 ___________ --- ____________ --- _______ --- ---- _______ 03/22/2016 zms p�» s � List ofRental Lk to Approve by COLUMBIA HEIGHTS City Council 2016 � � �� �� �� �� �� � �� �� �� �� �� � �� � �� �� �� �� �� �� �� � ��. �� �� � I MSPEC T I OM D i vri 8 9 0M 825 41st Avenue NE"Columbia Heights, MN 55421 a Inspections 763-706-8156"Fax 763-706-8151~fireinspectiom m -------------------------------------------------- 10369 4219 7TH 5T Sultana, Zehra B5114 2817 Anthony Lane S.#203#324 $275I0 __________________________________________________ St. Anthony, MN 55418 10378 98Ol MAIN ST Alvarado, Fanny Y F15085 4345 4th 5t $175.00 __________________________________________________ Columbia Heights, K4N5S421 10381 3832BUCHANANST Gabrich,Steve F15091 8445 Portage Lane East $175.00 __________________________________________________ Shakopee, K8N55]79 10396 4044 JEFFERSON ST M3R/Assests Services LL[ F15107-D 83D0NK4opacExpressway #200 $175.00 -------------------------------------' Austin, TX787S9 10399 4167 2ND 3T Scott, Steven --- -- -- -- F14994 7S44 Alden Way ME. $175.00 __________________________________________________ Fridley, MNSS422 10401 3929 MAIN ST AH Properties, LLC, Adam Hardy F15134 1O4OQ Indiana Ave N $175.00 -------------------------------------------------- Brooklyn Park, W4N5S44] 10487 4O21 5TH ST Coleman, Tim PI5135 2O1DO Fern Glen Blvd N $175.00 _________________________________________ Forest Lake, MN5602S 10410 3941 RESERVOIR BLVD 48OO[ Heights LLC F15002 1O4O9 Indiana Ave N $I75.00 __________________________________________________ Brooklyn Park, K4NS5443 10412-RY 576LOM|ANK|LN Haddad, Mike F25039 764O Bowman Court E $175.00 ______________________________________________ Inver Grove Heights, K4N55O76 10414 S1SB 7TH ST Campovande,]oqge --- __ F15007 6153 7th St $17I00 __________________________________________________ Columbia Heights, K4N55421 10416 4O3S CLEVELAND ST Vann, Mary F14977 I1O1McKuoickRd Lane N $175.00 __________________________________________________ Stillwater, K4N55O82 10427 1409PARKVIEWLN K400Sai Shiva P F15127 6141 Gettysburg Ave N $175.00 __________________________________________________ New Hope, KHN5S428 03/242016 16.37 p 4 �� 825 41st Avenue NE" Columbia Heights, �55421 , Inspections 763-706-8156= Fax 763-706-8151"Mreinspections mn.us _________________ ----- _____________________________ 10429 4941 4TH ST /H2 Property Illinois, LP F14987B 127O Eagan Industrial Rd #160 175.00 Eagan, MNSS121 10430 5OS MILL ST |asis\\LLC �— — — — — — — — — — — - F14985 4S42NicoUetAve $175.00 __________________________________________________ Minneapolis, K4N5S419 10434 4O57 5TH 5T Johnson, Andrew F15089 2780 16thStNVV $175.00 __________________________________________________ New Brighton, MNSS112 I0436 4O36 RESERVOIR BLVD Ush,Heidie F15118 ]2S Sheridan Ave S S175.00 ___________------ ___________________________________ Minneapolis, MN 55405 I0438 3OOQ RESERVOIR BLVD RHA3,LLC F15105-A 16ll County Road B West #1U4 $175.00 ___________________________________________ Roseville, MNS6113 12053 3943 TYLER ST Brown, Marlene ----- _____ F15075 3M3 Tyler Street $175.00 __________________________________________________ Columbia Heights, MN554J1 12108 4660 TAYLOR ST Salchow, Cheryl F15051 4662 Taylor Street NE $175.00 ________________________________________________ Columbia Heights, MN5S4Z1 16000 23O8 MAIDEN LN Pesuntez,Fausto F15142 6030 S.K|LPATR[CK $ 55.00 __________________________________________________ CHICAGO, |L6O6]2 15001 43Z8 5TH ST Mueller, Glen FI5063 867l Jewel Lane S $175.00 __________________________________________________ Cottage Grove, K4WS5O16 15015 17D237THAVE McCoy, Carol F15020 17O137thAvenue $ 56.00 ' -----------------------------------------------__- Columbia Heights, MN 55421 / 15028 54D387HAVE K4osser,Kenneth F15128 ! 47D8S. Nathan Ave. $ 55.00 ________________ ---- Sioux Falls, SDS7lU3 -_______________________________- 15062 4118MONROE3T Bauer, Robert � F15850 | I222 5th StNE $ 65.00 > -------------------------------------------------- Minneapolis, MIN SS413 � ^ | 03/22/2016 10:37 | PT 5 | � 825 41st Avenue NE^Columbia Heights, MN 55421,Inspections 763-706-815s°Fax 763-706-8151°fireinspections@ci.columbia-heightsmn.us ____________________________ ---------- __ --- _______________ I5084 3O3S JACKSON ST 8und/ke,Ehc F15047 l628AshburyPlace S5.08 _________________________________________________ Eagan, K4NSS122 20004 I218 CIRCLE TER BLVD Cox, Christy F14966 1836 Main Street $ 175.0O ___________________________________________ Elk River, K4N5533O 28027 4S16 TAYLOR 6T Care First Rental Property LLC --- ______ F15004 ll7O1S9th Ave NVV $175.00 __________________________________________________ Andover, K4N5S3D4 20058 390G RESERVOIR BLVD Berglund, Terrell F14928 9U1l Arthur St. WE $175D0 ____________________ Minneapolis, MN 55418 _____________________________ 20052 1l5J CHEERY LN Shorewood Enterprises, LLC FI5113 2817 Anthony Lane S#JD3 $175.00 __________________________________________________ St. Anthony, K4N5641Q 20081 3O33 RESERVOIR BLVD Hilton, Garrett F15038 1S12l25th Avenue NE#111 $175.00 __________________________________________________ Blaine, MN 55449 20109 4333 WASHINGTON 6T Fairfield Investments Inc F15I16 2817 Anthony Lane S.#283 $175.00 ____________________________________________ St. Anthony, K8NSS418 20115 l2314OTHAVE Xiannnin,Zhan0 F15041 � 433K4agastic{burt $175.00 _______________________________________ Shoreview, MN5Sl26 -------- 20124 10O5S[THAVE Olson, Dean _______ F15040 177S25th Avenue N.VV. $175.00 __________________________________________________ New Brighton, MN55112 20138 1084GDULDAVE Salvation Army Harbor Light F15017 1O10 Currie Avenue $I75.08 __________________________________________________ Minneapolis, K4NSS4D1 30143 11264UTHAVE Robles, Blanca 232024 4855 4th Street $ 175.0D ____________________________ Columbia Heights, KAN6S4Z1 _ --- ___________________ 20143 11264DTHAVE Robles, Blanca F15I01 4855 4th Street $ 17S.UD __________________________________________________ Columbia Heights, MN 65421 0$22/2016 zna, p u �� List of Rental Lk to Approve by COLUMBIA �� � HEIGHTS . –-_ � � �� �� �� �� �� � �� � �� � �� � �� � �� �� �� �� �� �� �� � J�� �� �� � I MSPEC T S OM D z Vz S Z OM --- 8ZS4zm Avenue mc&Co�mbuHe�x�Mw55421"mspe��n -- ,6a�UG�1sG°Km763�Os�z51"#e�spe��n — ----- -- --- -- �--- — — ���zohmb�'m�Qh�.mn^� — ---- ----------- 20147 S2OO WASHINGTON ST [ouey, Jennifer -- F14606 8245 Spring Lake Road $ 17S.U0 ___________________________________ Moundgview|K4NSS11l 20168 39Z6 ULYSSES ST Sunda, Christina --- _ __________ F15000 S820 Bryant Ave S $175.00 __________________________________________________ Minneapolis, MNS5429 20183 S228 WASHINGTON ST Peterson, Darwin F14970 2323 14Sth Lane NE $175.08 ____________________________________ Ham Lake, K4N65SD4 20187 5O0U 4TH 3T Johanek,K4ark --- _ ---- ______ F15098 PO Box 4g0SO3 $175.00 __________________ Blaine, K4NS5449 _______________________________ 20222 4343 2ND ST Grace & Truth Chapel F25079 2OO44thAvenue $175.00 _______________________________________________ Columbia Heights, K4NSS421 20295 4522PDLKJT Aucaqu/zhpi,Lba __ F15100 4612POLKSTNE Up/Down $175.00 __________________________________________________ Columbia Heights, MN 55421 20321 3951POLKfT VVroba[Lisa F15069 3946 Polk Street $175.00 __________________________________________________ Columbia Heights, K4N55421 20393-NC 1OO8G[)ULDAVE [hu,]osh F14604 13Z756th AVE NE $175.00 — — — — — — — — — — — — — — — — — Fridley, K4NS6432 — — — — 20418 1331 CIRCLE TER BLVD — — — — — — — — --'- �— Ma|ark,Robgrt — — — — — — — — — — — — — — — - F15038 11G50 Arnold Palmer Drive NE $I75.00 ___________________________ Blaine, MN 5S449 30028 61OO 6TH ST --- _________ Columbia Place, LL[ --- --- _____ F15036 2SOS Silver Lane NE $565.00 ______________________________________________ St. Anthony, MN55421 30041 1O2O407HAVE Caron, Richard FI5065 102D4OthAvenue #3 $185.00 Columbia Heights, Mw5S421 30072 392S LOOKOUT PL ________________________ Dan8'Danny F14918 P.D. Box lOSGS $386.00 __________________________________________________ White Bear Lake, K4N5S11O 0424/2016 zmar rao r List of Rental tic to Approve by COLUMBIA HEIGHTS City Council 2016 F I R E D E F A R T M E K T Ewspsarzow DIVII Nib IOM 825 41st Avenue NE v Columbia Heights, IVIN 55421 a Inspections 763-706-8156 s Fax 763- 706 -8151. fireinspections@ci.columbia-heights,mn.us 30100 3940 PETERS PL Ostlund, Robert F15072 6 Island Road $349.00 — — — — — — — — — — — — — — — — North Oaks, MN 55127 — — — — — — — — 30111-NC 4625 TYLER ST — — — — — — — — — — — Cantlin Lake Properties, LLC — — — — — — — — — — — — — -- F14982 28551 127th St NW $185.00 --------- ---------------------------------------- Zimmerman, MN 55398 34004 1745 37TH AVE Nelson, James F14968 7500 Susan Lane $175.00 — — — — — — — — — — — — — — — — Minitrista, IVIN 55364 — — — — -- — — 35618-RY 558 HUSET PKWY — — — — — — — — — — — Benson, Joelle — — — — — — — — — — — — — - F15087 — 915 County Rd B $175.00 — — — — — — — — — — — — — — — — Roseville, MN 55113 — — — — — — — 35816-RY 3808 STH ST — — — — — — — — — — — — Atoma, Derebi — — — — — — — — — - —F15080 — 1409 63rd Lane $ 175.00 — — — — — — — — — — — — Brooklyn Center, IVIN 55430 — — — — — — — — — --- — — — --- — — — — — — — — — — — — — — — — — - Total # of Licenses: 89 03/22/2016 10:37 Pa AGENDA SECTION MEETING DATE MARCH 28,2016 ITEM: I ADOPT RESOLUTION 2016 -30 AWARDING CONTRACT FOR 2016 STREET REHABILITATION PROJECT - 45TH AVENUE, COLUMBIA HEIGHTS' PROJECT 1607 DEPARTMENT: Public Works I CITY MANAGER'S APPROVAL: i'i I BY /DATE: Kevin Hansen / March 22, 2016 BY /DATE:���foj BACKGROUND: A cooperative agreement (JPA) was approved on March 28th with the City of Fridley for street rehabilitation on 45th Avenue from Main Street to the dead end at University Avenue. This section of 45th Avenue is the municipal boundary between the two cities and proposed for 2016 construction. The scope of work involves replacing the concrete curb and gutter, reclaiming the bituminous street and underlying aggregate base and paving a new 3" bituminous mat. Utility improvements are also being done in each city, with only minor manhole and catch basin improvements needed in Columbia Heights. A Public Improvement Hearing for the 45th Avenue Rehabilitation Project was held on February 1, 2016, with the improvements being ordered. ANALYSIS /CONCLUSIONS: Under the JPA, Fridley's City Engineer was responsible for preparing plans and specifications and the public bidding process. Plans and specifications were advertised for bids in the Sun Focus on February 19th and February 26th and in Finance and Commerce (trade journal) on February 19th Twelve contractors (prime and sub) requested a copy of the bidding documents. Five bids were received and publicly read aloud at the March 22, 2016 bid opening held by Fridley. A copy of the bid opening minutes is attached. The low bid was submitted by Northwest Asphalt in the amount of $1,231,663.82. Northwest Asphalt's bid was 20% under the Engineer's Estimate of $1,557,278, and 16% under the Engineer's Estimate for bid items relating specifically to Columbia Heights. STAFF RECOMMENDATION: Public Works staff concurs with Fridley's recommendation for a contract award in the amount of $1,231,663.82 to Northwest Asphalt of Shakopee, MN. RECOMMENDED MOTION(S): Move to waive the reading of Resolution 2016 -30, there being ample copies available to the public. Move to adopt Resolution 2016 -30, being a resolution concurring with the City of Fridley and awarding the construction contract for the 2016 Street Rehabilitation Project ST2015 -01, including 45th Avenue, City of Columbia Heights Project No. 1607, to Northwest Asphalt based upon their low, qualified, responsible bid in the amount of $1,231,663.82 with Columbia Heights' share of the project to be appropriated from Fund 415- 51607 -5185. ATTACHMENT(S): Resolution 2016 -30 Bid Opening Minutes 41 A resolution of the City Council for the City of Columbia Heights, Minnesota, Whereas, pursuant to a Joint Powers Agreement (JPA) with the City of Fridley, the City of Fridley has advertised for bids for the 2016 Street Rehabilitation Project, No. ST2016 -01 (Columbia Heights Project 1607). Bids were received, opened and tabulated according to law. 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 following bids were received by the City of Fridley complying with the advertisement: Bidder Base Bid Base Bid plus Alternate Northwest Asphalt $1,298,710.22 $1,231,663.82 Park Construction Co. $1,312,244.07 $1,250,720.12 T.A. Shifsky and Sons, Inc. $1,333,560.07 $1,293,145.49 North Valley Inc. $1,366,821.85 $1,425,289.48 Hardrives, Inc. $1,563,555.89 (No Bid) It appears that Northwest Asphalt of Shakopee, MN is the lowest responsible bidder. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA: The City of Columbia Heights concurs with the City of Fridley in awarding the construction contract for the Street Rehabilitation Project, No. ST2016 -01, City of Columbia Heights Project 1607, to Northwest Asphalt of Shakopee, MN according to plans and specifications therefore approved by the Council. The City of Columbia Heights portion of City Project No. 1607 shall be funded from the Fund 415 -51607 -5185. ORDER OF COUNCIL Passed this 28th day of March, 2016 Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Attest: Katie Bruno, City Clerk /Council Secreta 42 11-f-i > cc IN fN o od ca oc a) Z 0(0 m In to 0) 0 0, 0 4) LO z co U) cj Z �t Ul z R m w z in LLI 0— c 2 0 to ko La V) m to to E m 10 V) LO z z Z to E ai > z z ca 10 a z z (6 > o C%j 0 10, o "a Cy t LO ca ' ' a) CL rn f0 CD 0 C.) :�i m i co w Ci 0 a) do CL Z: ci co < 0 z G ca pa I ♦ 40 V-4 co .2 .2 E CD m 2 U) 0 0 CL m CA c 0 El. r .0 E 0 6 c U) C 0 u 2 L) c CV m 0 L w (3 c 0 — 0 Vi V2 75 L5 a a 0 U 2 rj 0 a 0 1: 45 14 CD G! E a 0 L) o 0 M (DD PO m CU U' 0 M: 0 00 LZ i.K— 0 m z 10 1 L-: I - AGENDA i .. DEPARTMENT: Public Works CITY MANAGER'S APPROVAL: MEETING DATE MARCH s ITEM: ACCEPT BIDS AND AWARD CONTRACT FOR CENTRAL AVENUE (TH 65) MEDIAN CLOSURE, PROJECT 1410 DEPARTMENT: Public Works CITY MANAGER'S APPROVAL: BY /DATE: Kevin Hansen / March 22, 2016 BY /DATE: BACKGROUND: Plans and specifications were prepared and advertised for bids in the Sun Focus on March 4, 2016 and electronically through Quest Construction Data Network beginning February 29, 2016. Fourteen contractors (prime and sub) requested a copy of the bidding documents. Five bids were received and publicly read aloud at the March 22, 2016 bid opening. A copy of the bid opening minutes is attached. ANALYSIS /CONCLUSIONS: The low bid was submitted by Midwest Asphalt Corporation in the amount of $80,925. Approximately $9,400 separated the low bid from the second lowest bidder. Midwest Asphalt's bid was close to 30% under the Engineer's Estimate of $114,330. RECOMMENDED MOTION(S): Move to accept bids and award a contract for the Central Avenue (TH 65) Median Closure, City Project No. 1410, to Midwest Asphalt Corporation of Hopkins, MN based upon their low, qualified, responsible bid in the amount of $80,925, with funding from Fund 212- 51410 -5185; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. ATTACHMENT(S): Bid Opening Minutes 44 CITY OF COLUMBIA HEIGHTS Minutes of Bid Opening on Tuesday, March 22, 2016 a.m. Columbia Heights Library Central Avenue (TH65) Median Closure City Project Number 1410 Pursuant to an advertisement for bids for the Central Avenue Median Closure, City Project 1410, an administrative meeting was held on Tuesday, March 22, 2016 at 10:00 a.m. for the purpose of bid opening. Attending the meeting was: Kevin Hansen, City Engineer Brandt Sylvestre, Midwest Asphalt Corp. Paul Whelan, Hardrives, Inc. Bevin Mitchell, New Look Contracting, Inc. Barb Thomas, Assessing Clerk Bids were opened and read aloud as follows: Bidder Base Bid Midwest Asphalt Corp. $ 80,925.00 Hardrives, Inc. $ 90,320.57 Bituminous Roadways, Inc. $ 93,582.60 Valley Paving, Inc. $ 99,995.22 New Look Contracting, Inc. $106,855.00 Respectfully submitted, Barb Thomas Assessing Clerk 45 r AGENDA SECTION CONSENT ITEM NO. 7F MEETING DATE MARCH 26, 2016 ITEM: I APPROVE JOINT POWERS AGREEMENT WITH CITY OF FRIDLEY FOR PROJECT ENGINEERING AND ADMINISTRATIVE SERVICES ON 45TH AVENUE STREET REHABILITATION PROJECT I DEPARTMENT: PUBLIC WORKS I CITY MANAGER'$ APPROVAL: BY /DATE: KEVIN HANSEN / MARCH 22, 2016 BY /DATE: BACKGROUND: City staff has been in discussions with the City Engineer of Fridley to develop a cost - sharing agreement for the street rehabilitation project on 45th Avenue from Main Street to the dead end at University Avenue. This section of 45th Avenue is the municipal boundary between the two cities. The project is scheduled for 2016 construction. Council approved the project at the Public Improvement Hearing on February 1, 2016. An agreement is attached that defines the responsibilities of each city. In summary, the agreement defines that: 1. The City of Fridley shall prepare plans and specifications, advertise and open bids for the project. The City Councils of Columbia Heights and Fridley must approve the award of contract for work to proceed on their respective sides of 45th Avenue. 3. Fridley will be responsible for project engineering and administrative services. The extent of work in Columbia Heights will be coordinated with the City Engineer. 4. Columbia Heights will reimburse Fridley for construction costs plus 8% of costs for project engineering and administrative services. This agreement is similar to other construction improvement project JPA's we have used — most recently with the City of New Brighton. STAFF RECOMMENDATION: Staff recommends approval of the Joint Powers Agreement for 45th Avenue Improvements. RECOMMENDED MOTION(S): Move to approve a Joint Powers Agreement with the City of Fridley to provide Engineering and Administrative Services for Street Rehabilitation on 45th Avenue from Main Street to the dead end at University Avenue, City of Columbia Heights Project 1607. ATTACHMENT(S): Joint Powers Agreement 46 . i . ,,,, I , ' i i, IV ��1 / THIS AGREEMENT is made as of the day of March, 2016 (date when executed by second party), by and between the City of Fridley, Minnesota ( "Fridley "), and the City of Columbia Heights, Minnesota ( "Columbia Heights ") both Minnesota municipal corporations. WHEREAS, Fridley and Columbia Heights share a common boundary and wish to undertake street improvement projects on 45th Avenue NE from University Avenue to Main Street; and WHEREAS, the improvements consist of street rehabilitation on 45th Avenue from University Avenue to Main Street, identified as Fridley Project ST 2016 -01; and WHEREAS, Minn. Stat. § 471.59 provides for the joint exercise of common or similar powers by governmental units and also provides that any one governmental unit may perform on behalf of another governmental unit any service or function which that unit would be authorized to perform for itself, and NOW, THEREFORE, by virtue of the powers granted by law and in consideration of the mutual, covenants and agreements of the parties hereto, it is agreed as follows: Fridley will prepare plans and specifications for the projects and advertise and open bids in accordance with State of Minnesota law. 2. Fridley shall tabulate bids upon their receipt and make a recommendation of award. Each city must award the project for the work to move forward on their respective sides of 45th Avenue N.E. 3. Construction engineering, including contract administration, staking, construction observation, and materials testing shall be performed by Fridley, or their representative. Columbia Heights may increase or decrease the amount of concrete and gutter and flatwork replacement done in their City, prior to the contractor beginning work. Any concerns by Columbia Heights regarding construction procedures or materials shall be immediately brought to the attention of the City Engineer of Fridley. Columbia Heights is allowed to inspect the Contract Documents, and /or the Work at any time during the project. 4. All monthly progress payments to the contractor shall be made by Fridley. All change orders concerning work within the City of Columbia Heights, shall be agreed to by Columbia Heights' City Engineer, prior to execution by the City of Fridley. Final contract payment shall occur only after final acceptance of the improvements by the City Council of each city. 5. Fridley shall invoice Columbia Heights for reimbursement of Columbia Heights's portion of the construction cost plus 8% of said cost for construction engineering of the 47 improvements upon substantial completion of the project. Columbia Heights shall reimburse Fridley within 30 days of receiving the invoice. 6. A strict accounting shall be made of all funds, and reports of all receipts and disbursements shall be made upon request of any party hereto. 7. Each party agrees to indemnify the other, its officers, agents, and employees, for claims arising out of its conduct or resulting from breach of this Agreement. Nothing herein shall be deemed a waiver by either party of the limitations on liability set forth in Minnesota Statutes, Chapter 466. 8. Each City will be responsible for all requirements of any special assessments in accordance with Minnesota Statues, Chapter 429 as it pertains to the project within its own City. 9. Each City represents that its governing body has duly authorized the execution and delivery hereof, and that upon such execution and delivery, this Agreement will be binding as against such party. 10. This Agreement constitutes the entire agreement of the parties on the matter related hereto. This Agreement shall not be altered or amended, except by agreement in writing signed by the parties hereto. If any provision of this Agreement shall be held invalid, illegal, or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision hereof, and the remaining provisions shall not in any way be affected or impaired thereby. This Agreement may be simultaneously executed in several counter parts, each of which shall be any original and all of which shall constitute but one and the same instrument. This Agreement shall be construed in accordance with the laws of the State of Minnesota. 11. This Agreement shall terminate with the expiration of the project warranties, or two years after the agreement date, whichever is later. IN WITNESS WHEREOF, the parties hereto by their authorized representatives hereunto set their hands as of the day and date first above written. C XUAL40 1110 i "31 a rwo-1 And by: Gary Peterson, Mayor Walter Fehst, City Manager NJJJ �l I B1•J ME And by: Scott Lund, Mayor Walter T. Wysopal, City Manager 48 AGENDA SECTION CONSENT ITEM NO. 7G MEETING DATE MARCH 28, 2016 ITEM: I RESOLUTION 2016 -31 REQUESTING MSAS CONSTRUCTION FUNDS FOR OTHER LOCAL TRANSPORTATION USES DEPARTMENT: Public Works CITY MANAGER'S APPROVAL: BY /DATE: Kevin Hansen / March 22, 2016 BY /DATE: d /l, BACKGROUND: In 1999, the Commissioner of Transportation declared the City's MSA System complete. This allows the City to utilize the population apportionment of the annual construction allotment for local street construction. These funds are intended to supplement the Infrastructure Fund for the annual Street Rehabilitation Program. ANALYSIS /CONCLUSIONS: MnDOT requires a resolution requesting funds for other local uses to be approved annually after the State -Aid system is declared complete. The attached resolution is in a form recommended by MnDOT to obtain MSAS funds that will supplement the City's Infrastructure Fund for street rehabilitation projects. With the projects approved for 2016, the City is planning to request up to $78,125. RECOMMENDED MOTION(S): Move to waive the reading of Resolution 2016 -31, there being ample copies available to the public. Move to adopt Resolution 2016 -31 requesting Municipal State Aid System construction funds for other local transportation uses. ATTACHMENT(S): Resolution 2016 -31 49 RESOLUTION NO. 2016-31 A resolution of the City Council for the City of Columbia Heights, Minnesota, Whereas, the City of Columbia Heights receives Municipal State Aid System (MSAS) funds for construction and maintaining 20% of its City streets, and Whereas, 11.62 MSAS miles are currently authorized, and Whereas, 11.62 MSAS miles of streets have been built or resurfaced since 1964, and Whereas, the City currently has 48.58 miles of municipal streets that require maintenance and upgrade, and Whereas, the majority of these streets have insufficient strength and poor surface drainage, and Whereas, it is proposed to systematically install or repair concrete curb and gutters for improved surface water drainage and add additional strength to the streets for traffic survivability, and Whereas, the City State Aid routes are improved to State Aid standards and are in an adequate condition that they do not have needs other than additional resurfacing, and Whereas, it is authorized by MN Rules 8820.1800 to use part of the MSAS construction appropriation of our City's State Aid allocation on local streets not on the approved State Aid system, and Whereas, the City proposes to rehabilitate the City -owned underground utilities as needed and rebuild the street in the process, and Whereas, it is proposed to use a portion of the City's population allocation funds to upgrade the local street, to wit: Whereas, the City indemnifies save and holds harmless the State of Minnesota and its agents and employees from claims, demands, actions, or causes of action arising out of or by reason or matter related to constructing the local street as designed, and Whereas, the City further agrees to defend at its sole cost any claims arising as a result of constructing the local street, and Whereas, the final approval of the State Aid for Local Transportation Division is therefore given, 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 City of Columbia Heights, Anoka County Minnesota, requests the release of MSAS construction funds for the upgrade and rehabilitation of City municipal streets, to wit: 45th Avenue, Main Street to Dead end at University Avenue 50 Fe l �* • Passed this 28th day of March, 2016 Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Attest: Katie Bruno, City Clerk /Council Secretary 51 i ITEM: I ADOPT RESOLUTION 2016 -32 AWARDING STREET STRIPING, RESOLUTION 2016 -33 AWARDING CRACK SEALING, RESOLUTION 2016 -34 AWARDING SEAL COATING, AND RESOLUTION 2016 -35 AWARDING FOG SEALING DEPARTMENT: Public Works .1 CITY MANAGER'S APPROVAL: 1 BY /DATE: Kevin Hansen / March 22, 2016 BY /DATE: BACKGROUND: In 2005 the City Council authorized staff to enter into a Joint Powers Agreement (JPA) with the Cities of Coon Rapids, Andover, Brooklyn Center, Columbia Heights, and Fridley to seek bids for street maintenance, including street striping, crack sealing, seal coating, and fog sealing. In subsequent years, the JPA has been amended to include the cities of Anoka, Circle Pines, East Bethel, Ham Lake, and Mahtomedi. For Columbia Heights, crack sealing and seal coating or fog sealing are annual maintenance projects to help preserve the integrity and extend the life of the bituminous streets and parking lots. The City Council authorized staff to seek seal coating bids at the Improvement Hearing on February 1, 2016. The City has been bidding with the north metro cities for eleven years. In accordance with the JPA, the City of Coon Rapids prepared plans and specifications for the street maintenance project and advertised for bids on February 19 and 26, 2016. Bids were received and publicly read aloud at the March 11, 2016 bid opening. STREET STRIPING Company Amount AAA Striping Service Co. $ 188,094.40 Sir Lines -A -Lot Inc. $ 189,083.20 Traffic Marking Service $ 219,676.00 Warning Lites of Minnesota $ 224,477.16 CRACK SEALING Company Amount American Pavement Solutions, Inc. $ 327,277.30 Fahrner Asphalt Sealers LLC $ 345,336.79 Allied Blacktop Co. $ 372,721.30 Asphalt Surface Technologies Corp. $ 382,766.86 SEAL COATING Base Bid Amount Alternate Bid Amount Company (Trap Rock) MARCH 28,2016 ITEM: I ADOPT RESOLUTION 2016 -32 AWARDING STREET STRIPING, RESOLUTION 2016 -33 AWARDING CRACK SEALING, RESOLUTION 2016 -34 AWARDING SEAL COATING, AND RESOLUTION 2016 -35 AWARDING FOG SEALING DEPARTMENT: Public Works .1 CITY MANAGER'S APPROVAL: 1 BY /DATE: Kevin Hansen / March 22, 2016 BY /DATE: BACKGROUND: In 2005 the City Council authorized staff to enter into a Joint Powers Agreement (JPA) with the Cities of Coon Rapids, Andover, Brooklyn Center, Columbia Heights, and Fridley to seek bids for street maintenance, including street striping, crack sealing, seal coating, and fog sealing. In subsequent years, the JPA has been amended to include the cities of Anoka, Circle Pines, East Bethel, Ham Lake, and Mahtomedi. For Columbia Heights, crack sealing and seal coating or fog sealing are annual maintenance projects to help preserve the integrity and extend the life of the bituminous streets and parking lots. The City Council authorized staff to seek seal coating bids at the Improvement Hearing on February 1, 2016. The City has been bidding with the north metro cities for eleven years. In accordance with the JPA, the City of Coon Rapids prepared plans and specifications for the street maintenance project and advertised for bids on February 19 and 26, 2016. Bids were received and publicly read aloud at the March 11, 2016 bid opening. STREET STRIPING Company Amount AAA Striping Service Co. $ 188,094.40 Sir Lines -A -Lot Inc. $ 189,083.20 Traffic Marking Service $ 219,676.00 Warning Lites of Minnesota $ 224,477.16 CRACK SEALING Company Amount American Pavement Solutions, Inc. $ 327,277.30 Fahrner Asphalt Sealers LLC $ 345,336.79 Allied Blacktop Co. $ 372,721.30 Asphalt Surface Technologies Corp. $ 382,766.86 SEAL COATING Base Bid Amount Alternate Bid Amount Company (Trap Rock) Granite Pearson Bros. Inc. $ 1,562,617.20 $ 1,541,936.26 Allied Blacktop Co. $ 1,592,547.42 $ 1,592,547.42 Asphalt Surface Technologies Corp. $ 1,679,148.74 $ 1,606,991.28 FOG SEALING Company Amount Pearson Bros. Inc. $ 115,750.00 Allied Blacktop Co. $ 116,836.00 Asphalt Surface Technologies Corp. $ 156,262.50 52 City of Columbia Heights - Council Letter Page 2 ANALYSIS /CONCLUSIONS: STREET STRIPING: The JPA low bid was submitted by AAA Striping Service Co. of St. Michael, Minnesota in the amount of $188,094.40 (total for all cities). From the bid prices in 2015, the cost of street striping decreased $0.80 per gallon to $18.35. For the City of Columbia Heights, the estimated costs are $3,130 budgeted in State Aid Maintenance, $570 budgeted in the General Fund — Traffic Signs and Signals, and $3,600 for the City Parking Lot Preservation project. CRACK SEALING: The JPA low bid was submitted by American Pavement Solutions, Inc. of Green Bay, Wisconsin in the amount of $327,277.30 (total for all cities). From the bid prices in 2015 the cost of crack sealing remained the same at $0.70 per lineal foot. For the City of Columbia Heights, the estimated cost is $18,505 to be appropriated from City Infrastructure Fund. SEAL COATING: The JPA low bid was submitted by Pearson Bros. Inc. of Hanover, Minnesota, in the amount of $1,562,617.20 (total for all cities) for Trap Rock, with an alternate bid of $1,541,936.26 (total for all cities) for Granite cover aggregate. Public Works recommends accepting the base bid amount. From bid prices in 2015, the cost of the FA -2 trap rock aggregate decreased $0.16 per square yard to $0.77 and granite aggregate decreased $0.22 per square yard to $0.70. For both types of aggregate, the cost of the FA -2 (Modified 1/8 ") aggregate decreased $0.155 per square yard to $0.83. The cost of the polymer modified asphalt emulsion increased $0.18 per gallon to $2.20. For the City of Columbia Heights, the estimated costs are $31,935 to be appropriated from Zone 713 Seal Coat assessment proiect, $45,275 to be appropriated from City Infrastructure Fund, and $30,680 to be appropriated from City Parking Lot Preservation project. FOG SEALING: The JPA low bid was submitted by Pearson Bros. Inc. of Hanover, Minnesota, in the amount of $115,750 (total for all cities). The cost of the polymer modified asphalt emulsion increased $0.90 per gallon to $5.00. This is a new item bid for Columbia Heights in 2016. The emulsion is less diluted than seal coat emulsion and no cover aggregate is spread over the fog seal. Fog sealing is about one third the cost of traditional seal coat; however, it can only be done on newer parking lots in good condition. For the City of Columbia Heights, the estimated costs are $15,900 to be appropriated from City Parking Lot Preservation project. RECOMMENDED MOTION(S) — STREET STRIPING: Move to waive the reading of Resolution 2016 -32, there being ample copies available to the public. Move to adopt Resolution 2016 -32, being a resolution awarding the Joint Powers Agreement Contract with the City of Coon Rapids for the 2016 Street Striping Project to AAA Striping Service Co., based upon their low, qualified, responsible bid in the amount of $18.35 per gallon for Street Markings, $90.00 per gallon for Parking Lot Markings, and $90.00 per gallon for Street Symbol Markings with an estimated cost of $3,130 to be appropriated from Fund 212 - 43190 -4000, $570 to be appropriated from Fund 101 - 43170 -4000, and $3,600 to be appropriated from Fund 411 - 51401 -4000. RECOMMENDED MOTION(S) — CRACK SEALING: Move to waive the reading of Resolution 2016 -33, there being ample copies available to the public. Move to adopt Resolution 2016 -33, being a resolution awarding the Joint Powers Agreement Contract with the City of Coon Rapids for the 2016 Crack Sealing Project to American Pavement Solutions, Inc. basegypon City of Columbia Heights - Council Letter Page 3 their low, qualified, responsible bid in the amount of $0.70 per lineal foot for crack sealing with an estimated cost of $18,505 to be appropriated from Fund 430 - 46323 -4000. RECOMMENDED MOTION(S) — SEAL COATING: Move to waive the reading of Resolution 2016 -34, there being ample copies available to the public. Move to adopt Resolution 2016 -34, being a resolution awarding the Joint Powers Agreement Contract with the City of Coon Rapids for the 2016 Seal Coating Project to Pearson Bros. Inc., based upon their low, qualified, responsible bid in the amount of $2.20 per gallon of emulsion and $0.77 per square yard of FA -2 aggregate (local streets) and 0.83 per square yard of FA -2 (Modified 1/8 ") aggregate (parking lots) with an estimated cost of $77,210 to be appropriated from Fund 415 - 51501 -4000 and $30,680 to be appropriated from Fund 411- 51401 -4000. RECOMMENDED MOTION(S) — FOG SEALING: Move to waive the reading of Resolution 2016 -35, there being ample copies available to the public. Move to adopt Resolution 2016 -35, being a resolution awarding the Joint Powers Agreement Contract with the City of Coon Rapids for the 2016 Fog Sealing Project to Pearson Bros. Inc., based upon their low, qualified, responsible bid in the amount of $5.00 per gallon of emulsion for select parking lots with an estimated cost of $15,900 to be appropriated from Fund 411- 51401 -4000. ATTACHMENT(S): Resolution 2016 -32 Resolution 2016 -33 Resolution 2016 -34 Resolution 2016 -35 54 RESOLUTION NO. 2016-32 A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS, the City Council of Columbia Heights entered into a joint powers agreement with the City of Coon Rapids to administer the public bidding process including entering into a contract with the low, qualified, responsible bidder, and WHEREAS, pursuant to an advertisement for bids for 2016 Pavement Markings, bids were received, opened and tabulated according to law. Now therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of Columbia Heights makes the following: FINDINGS OF FACT The following bids were received by the City of Coon Rapids complying with the advertisement: Company Amount AAA Striping Service Co. $ 188,094.40 Sir Lines -A -Lot Inc. $ 189,083.20 Traffic Marking Service $ 219,676.00 Warning Lites of Minnesota $ 224,477.16 It appears that AAA Striping Service Co. of St. Michael, Minnesota is the lowest responsible bidder. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA 1. The City of Coon Rapids is hereby authorized to enter into a contract with AAA Striping Service Co. on behalf of the City of Columbia Heights for 2016 Pavement Markings, according to the specifications for said project and accepting AAA Striping Service Co. bid. 2. The City Manager of Columbia Heights is authorized to expend funds in accordance with the terms of the Joint Powers Agreement and the Bid Documents. City Pavement Markings Project shall be funded with state aid maintenance and general funds. ORDER OF COUNCIL Passed this 28th day of March, 2016 Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Attest Katie Bruno, City Clerk /Council Secretary 55 RESOLUTION NO. 2016-33 A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS, the City Council of Columbia Heights entered into a joint powers agreement with the City of Coon Rapids to administer the public bidding process including entering into a contract with the low, qualified, responsible bidder, and WHEREAS, pursuant to an advertisement for bids for 2016 Crack Sealing, bids were received, opened and tabulated according to law. Now therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of Columbia Heights makes the following: FINDINGS OF FACT The following bids were received by the City of Coon Rapids complying with the advertisement: Company Amount American Pavement Solutions, Inc. $ 327,277.30 Fahrner Asphalt Sealers LLC $ 345,336.79 Allied Blacktop Co. $ 372,721.30 Asphalt Surface Technologies Corp. $ 382,766.86 It appears that American Pavement Solutions, Inc. of Green Bay, Wisconsin is the lowest responsible bidder. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA 1. The City of Coon Rapids is hereby authorized to enter into a contract with American Pavement Solutions, Inc. on behalf of the City of Columbia Heights for 2016 Crack Sealing, according to the specifications for said project and accepting American Pavement Solutions, Inc. bid. 2. The City Manager of Columbia Heights is authorized to expend funds in accordance with the terms of the Joint Powers Agreement and the Bid Documents. 3. City Crack Sealing Project shall be funded with infrastructure funds. ORDER OF COUNCIL Passed this 28th day of March, 2016 Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Attest Katie Bruno, City Clerk /Council Secreta f RESOLUTION NO. 2016-34 A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS, the City Council of Columbia Heights entered into a joint powers agreement with the City of Coon Rapids to administer the public bidding process including entering into a contract with the low, qualified, responsible bidder, and WHEREAS, pursuant to an advertisement for bids for 2016 Seal Coating, bids were received, opened and tabulated according to law. Now therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of Columbia Heights makes the following: FINDINGS OF FACT The following bids were received by the City of Coon Rapids complying with the advertisement: Base Bid Amount Alternate Bid Amount Company (Trap Rock) Granite Pearson Bros., Inc. $ 1,562,617.20 $ 1,541,936.26 Allied Blacktop Co. $ 1,592,547.42 $ 1,592,547.42 Asphalt Surface Technologies Corp. $ 1,679,148.74 $ 1,606,991.28 It appears that Pearson Bros., Inc. of Hanover, Minnesota is the lowest responsible bidder. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA 1. The City of Coon Rapids is hereby authorized to enter into a contract with Pearson Bros., Inc. on behalf of the City of Columbia Heights for 2016 Seal Coating, according to the specifications for said project and accepting Pearson Bros., Inc. bid. 2. The City Manager of Columbia Heights is authorized to expend funds in accordance with the terms of the Joint Powers Agreement and the Bid Documents. 3. City Seal Coating Project shall be funded with special assessment, infrastructure and general funds. ORDER OF COUNCIL Passed this 28th day of March, 2016 Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Attest: Katie Bruno, City Clerk /Council Secreta 57 RESOLUTION NO. 2016-35 A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS, the City Council of Columbia Heights entered into a joint powers agreement with the City of Coon Rapids to administer the public bidding process including entering into a contract with the low, qualified, responsible bidder, and WHEREAS, pursuant to an advertisement for bids for 2016 Fog Sealing, bids were received, opened and tabulated according to law. Now therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of Columbia Heights makes the following: FINDINGS OF FACT The following bids were received by the City of Coon Rapids complying with the advertisement: Company Amount Pearson Bros., Inc. $ 115,750.00 Allied Blacktop Co. $ 116,836.00 Asphalt Surface Technologies Corp. $ 156,262.50 It appears that Pearson Bros., Inc. of Hanover, Minnesota is the lowest responsible bidder. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA 1. The City of Coon Rapids is hereby authorized to enter into a contract with Pearson Bros., Inc. on behalf of the City of Columbia Heights for 2016 Fog Sealing, according to the specifications for said project and accepting Pearson Bros., Inc. bid. The City Manager of Columbia Heights is authorized to expend funds in accordance with the terms of the Joint Powers Agreement and the Bid Documents. 3. City Fog Sealing Project shall be funded with general funds. ej e • Passed this 28th day of March, 2016 Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Attest: Katie Bruno, City Clerk /Council Secretary 58 Will � p ITEM: AUTHORIZATION TO SEEK PROPOSALS FOR PROFESSIONAL SERVICES FOR THE DESIGN AND CONSTRUCTION ADMINISTRATION OF THE CENTRAL AVENUE SAFETY IMPROVEMENTS 1 DEPARTMENT: Public Works I CITY MANAGER'S APPROVAL: O�'Iai 1 BY /DATE: Kevin Hansen / March 22, 2016 ( BY /DATE: BACKGROUND: The City of Columbia Heights has received funding for the Central Avenue Safety Improvements from 47th to 51St Avenues totaling $860,000 through federal funds. The source of the funds is MnDOT's Highway Safety Improvement Program or HSIP. The proposed improvements will include pedestrian and vehicle lighting, new sidewalks and signage focusing on pedestrian safety in the corridor. ANALYSIS /CONCLUSIONS: In 2013 the Council authorized staff to apply to MnDOT for the installation of new street lights on Central Avenue from 47th to 52nd Avenues. The program uses federal funds under the Highway Safety Improvement Program, and is commonly called HSIP. Street lighting is an eligible construction type where improvements to pedestrian and vehicular safety can be demonstrated. Staff applied for funding in 2013 and 2015 and was officially informed in August of last year that our project was awarded funding. The funding cycle follows the July 1 —June calendar, so 2017 funding is available July 1St of 2016. The process MnDOT uses to provide federal funds to local agencies is called Delegated Contracted Process, or DCP, which the City already has an agreement in place for. The federal funding requires a 10 percent match and engineering is a local responsibility, both of which are State -Aid eligible. STAFF RECOMMENDATION: Authorize staff to prepare an RFP for engineering services for safety improvements to Central Avenue from 47th to 51St Avenues, to include pedestrian and vehicle lighting, new sidewalks and signage. ATTACHMENT(S): None 59 ITEM: AUTHORIZATION TO SEEK PROPOSALS FOR PROFESSIONAL SERVICES FOR THE DESIGN AND CONSTRUCTION ADMINISTRATION OF THE CENTRAL AVENUE SAFETY IMPROVEMENTS 1 DEPARTMENT: Public Works I CITY MANAGER'S APPROVAL: O�'Iai 1 BY /DATE: Kevin Hansen / March 22, 2016 ( BY /DATE: BACKGROUND: The City of Columbia Heights has received funding for the Central Avenue Safety Improvements from 47th to 51St Avenues totaling $860,000 through federal funds. The source of the funds is MnDOT's Highway Safety Improvement Program or HSIP. The proposed improvements will include pedestrian and vehicle lighting, new sidewalks and signage focusing on pedestrian safety in the corridor. ANALYSIS /CONCLUSIONS: In 2013 the Council authorized staff to apply to MnDOT for the installation of new street lights on Central Avenue from 47th to 52nd Avenues. The program uses federal funds under the Highway Safety Improvement Program, and is commonly called HSIP. Street lighting is an eligible construction type where improvements to pedestrian and vehicular safety can be demonstrated. Staff applied for funding in 2013 and 2015 and was officially informed in August of last year that our project was awarded funding. The funding cycle follows the July 1 —June calendar, so 2017 funding is available July 1St of 2016. The process MnDOT uses to provide federal funds to local agencies is called Delegated Contracted Process, or DCP, which the City already has an agreement in place for. The federal funding requires a 10 percent match and engineering is a local responsibility, both of which are State -Aid eligible. STAFF RECOMMENDATION: Authorize staff to prepare an RFP for engineering services for safety improvements to Central Avenue from 47th to 51St Avenues, to include pedestrian and vehicle lighting, new sidewalks and signage. ATTACHMENT(S): None 59 i; AGENDA SECTION • • MEETING DATE MARCH 28, 2016 ITEM: I AUTOMATED MATERIALS HANDLING SYSTEM DEPARTMENT: Library CITY MANAGER' APPROVAL: BY /DATE: Kevin Hansen /Renee Dougherty / March 23, 2016 BY /DATE: ,V /,, T WTd.T#T LP Automated materials handling (AMH) is becoming the standard method of processing returned materials and deliveries in public libraries. Many metro -area libraries are using AMH sorters in all of their library branches, from thirty -bin systems in large service centers like Roseville to three -bin sorters in neighborhood branches. Now that Anoka and Columbia Heights libraries are implementing RFID tagging of materials and a new building is being constructed to meet the needs of the community for the next fifty years, it is time to consider adding an appropriately -sized AMH to the new facility. The primary benefits of automated materials handling are the reduction of human labor for low - level, repetitive tasks which can be done faster and more efficiently by a machine; the minimization of human errors at check -in; the streamlining of item security activation; and the enhancement of library customer satisfaction through a fast and convenient way to return items. Currently patrons return books into bins. A staff member then picks up each book and scans a barcode to "discharge" the item. This action removes it from the patron's account and makes it available for the next person to borrow. The staff member then uses a re- sensitizing device to reactivate the electro- magnetic (EM) security strip on the book or media disc. An AMH utilizing an RFID tag accomplishes the two tasks of discharging material and reactivating security simultaneously, without human labor. Library staff spends a minimum of four hours per day clearing the book drop, discharging returns inside the library, and processing delivered materials. The labor savings attributable to the AMH in 2015 dollars would be a minimum of $16,000 per year, allowing a full return on initial investment in four to five years of daily operation. The lifespan of AMH equipment is estimated at ten to fifteen years, although some libraries continue to use AMH equipment for fifteen to twenty years. Staff freed from discharging tasks could be redeployed to assist library customers using computers, copiers, or searching for information and materials. The AMH would eliminate many of the tasks which result in repetitive stress injuries and workers' compensation claims, including bending and stooping over book bins, lifting heavy materials, and repeated wrist twisting to scan barcodes using fixed scanners. Automated materials handlers can eliminate common human errors and enhance customer experience of the library. Humans, working quickly and with multiple interruptions, sometimes miss items when emptying return bins. Books may get shelved without being discharged which results in a disgruntled patron who wonders why the book she returned is still showing on her account. This results in a call or visit to the library and additional staff time to locate the item, correct the problem, and calm the customer. Such errors adversely impact a user's experience of the library and damage the reputation of the city. An AMH can prevent materials being returned to the shelf without being properly discharged. Any item which passes over the system sensor without being discharged is sorted into a bin for special attention. Finally, an AMH utilizing RFID technology can process returns and deliveries 50% faster than a person scanning barcodes and does so even when the library is closed. So, a user who returns materials in the drive -up bookdrop will have them immediately discharged and removed from his account, twenty -four hours a day, seven days a week. A patron requesting materials from another library will receive them more quickly. PROJECT BUDGET: Funding for the addition of an AMH System would be provided by the project contingency fund, which has sufficient funds for this acquisition. 60 City of Columbia Heights - Council Letter Page 2 STAFF RECOMMENDATION: To authorize a contract with TechLogic for purchase and installation of a 3 -bin automated materials handler with exterior bookdrop, for a cost of $66,774. RECOMMENDED MOTION(S): Move to authorize the addition of a 3 -bin Automated Materials Handling System purchased from Tech -Logic of White Bear Lake, Minnesota in the amount of $66,774; and authorize the Mayor and City Manager to enter into a contract for the same. ATTACHMENT(S): None m M AMR FrARD "Wire M1, CONSENT AGENDA DEPARTMENT: Community Development 7K BY/Date: March 23, 2016 MARCH 26,2116 14411WAL L IQ I-JUAT0414:1111 I&IM0111 0 Lai J a 4:1 a If 4 ITEMT -LICENSE AGENDA DEPARTMENT: Community Development CITY MANAGER'S APPROVAL: BY/Date: March 23, 2016 BY/Date: 1-1. LIL Attached is the business license agenda for the March 28, 2016 Council meeting. This agenda consists of applications for 2016 Contractor Licenses. 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. Move to approve the items as listed on the business license agenda for March 28, 2016 as presented. 62 Mar 28, 2016 lic agenda City of Columbia Heights - Council Letter TO CITY COUNCIL March 28 2016 *Signed Waiver Form Accompanied Application CONTRACTOR'S LICENSES -2016 BLDG *Mickman Bros. 14630 Highway 65, Ham Lake $60 *Ray N. Welter Htg 4637 Chicago Ave So, Mpls $60 *Dependable Htg 2619 Coon Rapids Blvd $60 Jake the Plumber 255 Roselawn Ave E, Maplewood $60 Beacon Co 21957 Jivaro St, Oak Grove $60 *Farr PI & Htg 7600 W 27th St, St Louis Pk $60 *Twin City Frpl 6521 Cecelia Cir, Edina $60 *Stafford Home 6225 Cambridge St, Mpls $60 Chan's Consulting 7842 12th Ave So, Bloomington $60 Mpls Saw Co. 4018 Central Ave, Col. 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U) a U M H w U H r�, 7- I U w a N Q Q I x x l x < U)\ z z I H H3, N to O H N H to H m OH N(n cv m H H to O Ln [•'1 z I '7. H UM D D 1 0 0 0 H N v �90r -I H m m Ln O 0000 to O O N r co Oo O FC < i (-!: O < O 114 G+ I H N N N N N N IT R' v' v' vw V' to l0 l0 10 110 l0 r r r- CO co co H 0.1 0.1 I 0.l H ti AGENDA SECTION PUBLIC HEARINGS ITEM NO. 8A MEETING DATE MARCH 28, 2016 ITEM: Adopt Resolution For Emergency Abatement DEPARTMENT: Fire CITY MANAGER'S APPROVAL: BY /DATE: Gary Gorman BY /DATE: 3 • • Adopt Resolution 2016 -28, 4344 4th Street N.E., being declarations of nuisance and emergency abatement of violations within the City of Columbia Heights regarding property at: 43444 th Street NE for ordinance violations pursuant to Chapter 8, Article II, of City Code Move to close the public hearing and to waive the reading of Resolution 2016 -28, there being ample copies available to the public. Move to adopt Resolution Number 2016 -28, being resolution of the City Council of the City of Columbia Heights declaring the property listed a nuisance and approving the emergency abatement of violations from the property pursuant to City Code section 8.206. ATTACHMENTS: 2016 -28 City Council Resolution — Emergency Abatement (Board UP) on 4344 4th St. 72 RESOLUTION 2016 -28 Resolution of the City Council for the City of Columbia Heights declaring the property a nuisance and approving emergency abatement of ordinance violations pursuant to Chapter 8, Article II, of City Code, of the property owned by Midfirst Bank (Hereinafter "Owner of Record "). Whereas, the owner of record is the legal owner of the real property located at 4344 4th Street N.E. Columbia Heights, Minnesota. 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 That on March 19, 2016 the Fire Department responded to a complaint at the address listed above. Inspectors noted that the structure was open and unsecured. 2. That on March 19, 2016 the Fire Chief ordered that Advance Companies secure the vacant structure. 3. That based upon said records of the Fire Department, the following conditions and violations of City Codes(s) were found to exist and have been abated, to wit: A. Approve the emergency abatement of the hazardous situation located at 4344 4th Street N.E. CONCLUSIONS OF COUNCIL That the property located at 4344 4th Street N.E. is in violation of the provisions of the Columbia Heights City Code as set forth in the Notice of Abatement. 2. That the emergency abatement of the hazardous situation located at 4344 4th Street N.E. is hereby approved. 73 ORDER OF COUNCIL 1. The property located at 4344 4"' Street N.E. constitutes a nuisance pursuant to City Code. Passed this day of 2016 Offered by: Second by: Roll Call: Mayor Gary L. Peterson Attest: Katie Bruno City Clerk/Council Secretary 74 ITEM: I Planning and Inspections Fund 2012016 Budget Amendment Request DEPARTMENT: Community Development I CITY MANAGER'S APPRQVAL: BY /DATE: Joe Hogeboom /Larry Pepin 3 -14 -2016 BY /DATE: °; It is anticipated that there will be a significant increase in building permitting and licensing activity during the spring, summer and fall of 2016. This increase is based on projections of significant development activity in the City, including several large -scale commercial construction projects on Central Avenue and the construction of the Lily Gables senior community in the Huset Park neighborhood. Construction trends also indicate that there will be continued significant activity in residential construction projects. Staff had initially estimated revenue of $237,201 from Permits and Licenses, and related fees in 2016. As of February 29, revenue in 2016 reached approximately $20,000, or 8.5% of the total annual projection. It is expected that revenue will continue to increase significantly during the spring and summer months. Staff is anticipating an increase of approximately $15,000 in total revenue in 2016. Due to the increase in the volume of plan reviews and physical inspections, the Building Official has requested the assistance of a Building Inspections Intern from late May through the end of August. Cost for an intern would not exceed the proposed increase in revenue, and the position would not earn fringe benefits. Building Official Larry Pepin will be present at the City Council meeting to address any questions or concerns that the City Council may have regarding this matter. RECOMMENDATION: Staff recommends approval of Resolution 2016 -36, amending the 2016 Budget for Planning and Inspections Fund 201. RECOMMENDED MOTION(S): Motion: Move to waive the reading of Resolution No. 2016 -36, there being ample copies available to the public. Motion: Move to adopt Resolution No. 2016 -36, being a resolution approving a an amendment to the 2016 Budget for Planning and Inspections Fund 201, increasing Permit and Licensing revenue by $15,000. ATTACHMENTS: Resolution 2016 -36 75 Resolution 2016- CD Budget Amend Inter 2016 -36 Letter MEETING DATE MARCH , ITEM: I Planning and Inspections Fund 2012016 Budget Amendment Request DEPARTMENT: Community Development I CITY MANAGER'S APPRQVAL: BY /DATE: Joe Hogeboom /Larry Pepin 3 -14 -2016 BY /DATE: °; It is anticipated that there will be a significant increase in building permitting and licensing activity during the spring, summer and fall of 2016. This increase is based on projections of significant development activity in the City, including several large -scale commercial construction projects on Central Avenue and the construction of the Lily Gables senior community in the Huset Park neighborhood. Construction trends also indicate that there will be continued significant activity in residential construction projects. Staff had initially estimated revenue of $237,201 from Permits and Licenses, and related fees in 2016. As of February 29, revenue in 2016 reached approximately $20,000, or 8.5% of the total annual projection. It is expected that revenue will continue to increase significantly during the spring and summer months. Staff is anticipating an increase of approximately $15,000 in total revenue in 2016. Due to the increase in the volume of plan reviews and physical inspections, the Building Official has requested the assistance of a Building Inspections Intern from late May through the end of August. Cost for an intern would not exceed the proposed increase in revenue, and the position would not earn fringe benefits. Building Official Larry Pepin will be present at the City Council meeting to address any questions or concerns that the City Council may have regarding this matter. RECOMMENDATION: Staff recommends approval of Resolution 2016 -36, amending the 2016 Budget for Planning and Inspections Fund 201. RECOMMENDED MOTION(S): Motion: Move to waive the reading of Resolution No. 2016 -36, there being ample copies available to the public. Motion: Move to adopt Resolution No. 2016 -36, being a resolution approving a an amendment to the 2016 Budget for Planning and Inspections Fund 201, increasing Permit and Licensing revenue by $15,000. ATTACHMENTS: Resolution 2016 -36 75 Resolution 2016- CD Budget Amend Inter 2016 -36 Letter RESOLUTION NO. 2016-36 A resolution of the City Council for the City of Columbia Heights, (Minnesota, amending the 2016 Budget for Planning and Inspections Fund 201. Whereas, on December 14th 2015, the City Council adopted an initial 2016 budget for Planning and Inspections Fund 201 by resolution 2015- 97; and Whereas, the City initially anticipated a total revenue of $237,201 in revenue attributed from Licenses, Permits and related fees; and Whereas, additional large -scale construction projects in 2016 are now anticipated, including the construction of an apartment building, a potential hotel and additional commercial /retail along Central Avenue, as well as residential projects; and Whereas, the expenditure of this additional revenue was not included in the initial 2015 budget; and Whereas, the Building Safety Department has requested the assistance of a summer intern to aid in building inspections and permit review. Now, therefore, in accordance with all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: ORDER OF COUNCIL IT IS HEREBY RESOLVED, that the 2016 budget for Planning and Inspections Fund 201 is amended for an increase of $15,000 in both revenue and expenditures. Passed this day of , 2016 Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Attest: Katie Bruno, City Clerk /Council Secretary 76 COLUMBIA HEIGHTS AGENDA SECTION • '' CONSIDERATION MEETING DATE ITEM: Budget Amendment for Website Redesign DEPARTMENT: Community Development I CITY MANAGER'S fIPPRQVAL: BY /DATE: Keith M Dahl, March 16, 2016 BY /DATE: BACKGROUND: In 2014, the EDA directed staff to initiate a branding campaign for the City of Columbia Heights. The main intent for the branding campaign was to re- envision a new identity for the City. The new identity would distinguish Columbia Heights positive attributes throughout the City, as well as reestablish Columbia Heights perception throughout the greater metropolitan area. In 2015, the EDA selected a new logo and brand identity. The new logo and brand identity would be implemented over time on internal communication tools, municipal equipment, and social media. The implementation schedule anticipates the redesigned website will be activated this fall. However, the website redesign was not accounted for in the adopted 2016 Cable Television Fund 225 budget. Staff is advising council to consider amending the 2016 budget of the Cable Television Fund 225 appropriate $25,000 additional funds for the sole purpose of a website redesign. STAFF RECOMMENDATION: Staff recommends approval of Resolution No. 2016 -29 amending the 2016 Budget of the Cable Television Fund 225. RECOMMENDED MOTION(S): Motion: Move to waive the reading of Resolution 2016 -29, there being ample copies available to the public. Motion: Move to adopt Resolution 2016 -29, Resolution amending the 2016 Budget of the Cable Television Fund 225 for the website redesign. 77 RESOLUTION NO. 2016 -29 A Resolution of the City Council of Columbia Heights Amending the 2016 Budget of Cable Television Fund 225 WHEREAS, the City Council of Columbia Heights adopted a new brand identity in 2015 for improved communication with its citizens and the surrounding community; and WHEREAS, the City Council of Columbia Heights seeks to implement this new brand identity within the City's website, as well as make other updates to the website to improve the website's usefulness to its citizens; and WHEREAS, the Columbia Heights City Charter limits expenditures to amounts for which the City Council has appropriated a budget; and WHEREAS, the City Council of Columbia Heights has not previously appropriated amounts for this proposed website redesign project; and WHEREAS, the City Council of Columbia Heights finds an appropriation of $25,000 to fund website redesign to be for legitimate municipal purposes; NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Columbia Heights hereby amends the existing 2016 budget of Cable Television Fund 225 to appropriate $25,000 of fund balance for additional expenditures; and BE IT FURTHER RESOLVED this resolution shall be effective immediately upon its enactment by the City Council. Passed this day of 2016 Offered by: Seconded by: Roll Call: Gary L. Peterson, President Attest: Katie Bruno, Council Secretary /City Clerk 78 AGENDA SECTION BUSINESS ITEMS ITEM NO. 9A 3 MEETING DATE MARCH 28, 2016 ITEM: Authorizing CORE Commercial to Market the Library DEPARTMENT: Community Development CITY MANAGER'S APPROVAL: BY /DATE: Keith M Dahl, March 10, 2016 BY /DATE: _N ,C"• r The new Columbia Heights Public Library is scheduled to open later this year in June. Once the public library has transitioned into its new facility, the City will be left with a vacant asset located at 820 401h Ave NE. Council's discussion last summer directed staff to evaluate the property's potential, whether it would be in the City's best interest to lease or sell the property. At that time, staff conducted a condition report analyzing the buildings equipment, structure and costs of maintenance, as well as recently outsourced a market analysis to determine the buildings value. Staff reached out to Dan Russ at Transwestern Commercial Real Estate for a market analysis of the 40th Ave library. After touring Dan through the library, he contacted Michael Dolan, a friend who works for CORE Commercial Real Estate to take lead on the analysis of the library for his commercial market expertise in the northeast metro. CORE prepared a BOV, Broker's Opinion of Value that estimated, on an as -is value base, the City's asset will sell anywhere from $550,000 to $650,000; with expectations for the building to sell towards the higher end of that spectrum. After the market analysis was presented to the council it was unanimously decided the best interest for the City was to sell the property based on the age, condition, and estimated value of the building. Council requested staff to review a list of commercial realtors to identify which company the City should authorize to market and sell the property. After Council's request, staff gathered and evaluated three different commercial real estate companies: • Caldwell Banker Commercial • CORE Commercial Real Estate • ERSI: Essence Real Estate Services Staff determined that CORE Commercial Real Estate would be an ideal company to market and sell the City's asset. CORE is a small real estate firm that exclusively represents commercial properties servicing small and mid -sized businesses in the Twin Cities. CORE has been prevalent throughout the northeast metro and is knowledgeable of the commercial market trends in Columbia Heights. Not only would the City get the knowledge, expertise, and dedication from CORE, but also the marketing power from Transwestern, an international firm, as Dan and Michael have been working together. In addition, if CORE is authorized to market the library, the City will be reimbursed for the cost of the BOV that CORE prepared for the City. STAFF RECOMMENDATION: Staff recommends authorizing CORE Commercial Real Estate to market and sell the City's asset at 820 40th Ave NE as soon as possible. RECOMMENDED MOTION(S): Motion: Move to authorize CORE Commercial Real Estate to market the City's real property located at 820 40th Ave NE for $650,000. 79