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HomeMy WebLinkAbout05-09-2016 CCPThe following is the agenda for the regular meeting of the City Council to be held at 7:00 PM on Monday, May 9, 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 2. ROLL CALL 3. INVOCATION- Invocation provided by Dan Thompson; Heights Church 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 A. Presentation of Contribution to All American City Award trip from Jeff, Bobby & Steve's Jeff Bahe and Carolyn Greene will be attending. B. Public Works week proclamation pg 4 C. Woodcrest Baptist Church Law Enforcement Day proclamation pg 5 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 pg 6 MOTION: Move to approve the minutes of the City Council meeting of April 25, 2016 pg 16 MOTION: Move to approve the minutes of the City Council worksession of May 2, 2016 B. Accept Board and Commission Meeting Minutes Mayor COLUMBIA Gary L. Peterson b N E I �I N T� Councilmembers Robert A. Williams Bruce Nowrocki City of Columbia Heights n 59040 Avenue NE, Columbia Heights, MN 55421 -3878 (763) 706 -3600 TDD (763) 706 -3692 Donna Schmitt John Murzyn, Jr. City 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, May 9, 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 2. ROLL CALL 3. INVOCATION- Invocation provided by Dan Thompson; Heights Church 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 A. Presentation of Contribution to All American City Award trip from Jeff, Bobby & Steve's Jeff Bahe and Carolyn Greene will be attending. B. Public Works week proclamation pg 4 C. Woodcrest Baptist Church Law Enforcement Day proclamation pg 5 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 pg 6 MOTION: Move to approve the minutes of the City Council meeting of April 25, 2016 pg 16 MOTION: Move to approve the minutes of the City Council worksession of May 2, 2016 B. Accept Board and Commission Meeting Minutes City of Columbia Heights City Council Agenda May 9, 2016 Page 2 MOTION: Move to accept the minutes of the Charter Commission meeting of January 21, 2016 MOTION: Move to accept the minutes of the Libary Board meeting of April 6, 2016 MOTION: Move to accept the minutes of the Park & Recreation Commission meeting of March 23, 2016 C. Accept Bids And Award Contract for Library Donor Wall, Project 1410 pg 29 MOTION: Move to accept bids and award a contract for the Library Donor Wall, City Project No. 1410, to Archetype of Minneapolis, MN based upon their low, qualified, responsible bid in the amount of $37,620, with funding from Fund 450 - 51410 -5120 and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. D. Authorization to Seek Bids for 2016 Sanitary Sewer Pipe Lining Project pg 34 MOTION: Move to authorize staff to seek bids for the 2016 Sanitary Sewer Pipe Lining Project to continue lining pipe in District 3. E. Authorize Capital Equipment Replacement of Unit 0051 pg 36 MOTION: Move to authorize the replacement of Unit #0051 and the purchase of one (1) new Bomag BW 900 -50 Roller from Ruff ridge- Johnson Equipment Company, Inc. of Minneapolis, MN for a total cost of $16,900. Funding shall come from the Streets Capital Equipment Fund 431 - 43121. F. Accept Change Order Package #2 for Library Package CP -2, City Project No. 1410 pg 38 MOTION: Move to approve contract Change Order Nos. 4, 5 & 6 for Library Bid Package CP -2, Project 1410, to Ebert Construction in the amount of $94,207.05 for a new contract amount of $5,205,049.34. MOTION: Move to approve contract Change Order Nos. 3 for Library Bid Package CP -2, Project 1410, to Cool Air Mechanical totaling $10,659 for a new contract amount of $958,515. MOTION: Move to approve contract Change Order Nos. 1 and 2 for Library Bid Package CP -2, Project 1410, to Peoples Electric totaling $26,253 for a new contract amount of $820,906. G. Adopt Resolution 2016 -46 Accepting Feasibility Report and Authorizing Cleaning and Lining of 4,874 Feet of Water Main (Under The City Of Minneapolis 2016 Program) City Project No. 1603 pg 41 MOTION: Move to waive the reading of Resolution 2016 -46, there being ample copies available for the public. MOTION: Move to adopt Resolution 2016 -46 which accepts the Feasibility Report for the 2016 Water Main Cleaning and Lining Program and orders the Public Improvement for water main cleaning and lining of pipe totaling 4,874 lineal feet, under the City of Minneapolis Cleaning and Lining program for 2016. H. Market Wage Adjustments for Facility Maintenance Supervisor, Assistant Fire Chief, Assistant City Engineer, and Police Captain. pg 51 MOTION: Move to approve the proposed Market Wage Adjustments for the Facility Maintenance Supervisor, Assistant Fire Chief, Assistant City Engineer, and Police Captain effective June 1, 2016. I. Cable Equipment Upgrades and System Maintenance Agreement with Marco. pg 52 MOTION: Move to approve the purchase of equipment as proposed in Marco Proposal # MARQ124687 -04 upgrading cable equipment for a total amount of $25,225 and entering into a Service Maintenance Agreement with Marco for an amount not to exceed $4,380.00. J. Annual declaration that the City of Columbia Heights does NOT waive the monetary limits on the Municipal Tort Liability under Minnesota Statues, Section 466.04. pg 55 MOTION: Move to declare that the City of Columbia Heights does NOT waive the monetary limits on 2 City of Columbia Heights May 9, 2016 City Council Agenda Page 3 municipal tort liability under Minnesota Statutes, section 466.04. K. Approve Business License Applications pg 57 MOTION: Move to approve the items as listed on the business license agenda for May 9, 2016. L. Payment of Bills MOTION: Move that in accordance with Minnesota Statute 412.271, subd. 8, the City Council has pg 59 received the list of claims paid covering check number 161012 through in the amount of $ MOTION: Move to approve the Consent Agenda items. 8. PUBLIC HEARINGS pg 67 A. Second reading of Ordinance No. 1626, being and Ordinance amending City Code of 2005 relating to automotive related uses within the City of Columbia Heights. MOTION: Waive the reading of Ordinance No. 1626, there being ample copies available to the public. MOTION: Move to approve Ordinance No. 1626, amending City Code of 2005 relating to automotive related uses within the City of Columbia Heights. Motion: Move to approve the Summary of Ordinance No. 1626, for Official Publication. 9. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions B. Bid Considerations C. New Business and Reports a. Website Redesign Provider Authorization pg 81 MOTION: Move to authorize and award the contract for the City's website redesign to Revize Government Websites; and furthermore, to authorize the City Manager to enter into a web service sales agreement. 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 Kelli Bourgeois, HR Director /Assistant to the City Manager 3 NATIONAL PUBLIC WORKS WEEK Proclamation WHEREAS, Public Works services provided in our community are an integral part of our citizen's everyday lives; and WHEREAS, the support of an understanding and informed citizenry is vital to the efficient operation of Public Works systems and programs such as water, sewer, streets and highways, parks, public buildings, solid waste collection, and snow removal; and WHEREAS, the health, safety and comfort of this community greatly depends on these facilities and services; and WHEREAS, the quality and effectiveness of these facilities, as well as their planning, design, and construction, is vitally dependent upon the efforts and skill of public works officials; and WHEREAS, the efficiency of the qualified and dedicated personnel who staff Public Works departments is materially influenced by the people's attitude and understanding of the importance of the work they perform, NOW, THEREFORE, I, Gary Peterson, Mayor of the City of Columbia Heights, do hereby proclaim the week of May 15 through May 21, 2016 as "NATIONAL PUBLIC WORKS WEEK" in the City of Columbia Heights, and I call upon all citizens and civic organizations to acquaint themselves with the issues involved in providing our public works and to recognize the contributions which Public Works officials make every day to our health, safety, comfort and quality of life. Mayor Gary Peterson (Seal) 4 PROCLAMATION WHEREAS: law enforcement officers serve a critical and essential role in safeguarding our community; and WHEREAS: law enforcement officers risk their lives each day in order to ensure public safety and enforce the laws of the land; and WHEREAS: law enforcement officers have taken the important role of protecting life and property against violence and disorder; and WHEREAS: Woodcrest Baptist Church will be Honoring Law Enforcement at their May 15, 2016 Sunday service NOW, THEREFORE I, Gary Peterson by virtue of the authority vested in me as Mayor of the City of Columbia Heights, Minnesota do hereby proclaim Sunday May 15, 2016 as Honoring Law Enforcement Day and ask our citizens to join with me in honoring the law enforcement personnel in our city, state and country IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City to be affixed this ninth day of May of the year of our Lord two thousand sixteen. Signed Seal Mayor Gary Peterson, City of Columbia Heights 5 OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS CITY COUNCIL MEETING APRIL 25, 2016 The following are the minutes for the regular meeting of the City Council held at 7:00 PM on Monday April 25, 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 7:03 p.m. 2. ROLL CALL Present: Mayor Peterson, Councilmembers Nawrocki, Williams, Schmitt and Murzyn, Jr. Also Present: Walt Fehst; City Manager, Jim Hoeft; City Attorney, Gary Gorman; Fire Chief, Kevin Hansen; Public Works Director, Keith Dahl; Economic Development Manager, Elizabeth Holmbeck; Associate Planner and Katie Bruno; City Clerk /Council Secretary 3. INVOCATION Invocation provided by Rachel Schwenke, First Lutheran Church 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.) Mayor Peterson announced an additional license has being added to tem 71; Temporary Liquor License for the Lions Club for the fundraiser May 20th for the All American City project. 6. PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS Mayor Peterson announced the Community Picnic and Splash Pad Ribbon Cutting will be on Wednesday, June 1St starting at 4:30 PM. 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 April 11, 2016 B. Accept Board and Commission Minutes MOTION: Move to accept the minutes of the Planning & Zoning meeting of April 6, 2016 MOTION: Move to accept the minutes of the Library Board meeting of March 2, 2016 C. Consideration of approval of attached list of rental housing applications. MOTION: Move to approve the items listed for rental housing license applications for April 25, 2016, in that they have met the requirements of the Property Maintenance Code. D. Approval of Gambling Permit, Immaculate Conception Church, Fun Fest Aug 5 -7, 2016 MOTION: Move to direct the City Manager to forward a letter to the State Charitable Gambling Control Board indicating that the City of Columbia Heights has no objection to a gambling permit for Immaculate Conception Church to conduct bingo and a raffle at their Fun Fest event being held August 5, 6 and 7, 2016 at 4030 Jackson Street NE, Columbia Heights; and furthermore, that the City of Columbia Heights hereby waives the remainder of the thirty -day notice to the local governing body. E. Approve Resolution No. 2016 -42 Approving State of MN Joint Powers Agreements *Removed for Discussion F. Adopt Resolution 2016 -43 Approving a Master Partnership Contract With MNDOT *Removed for Discussion G. Adopt Resolution 2016 -44 Accepting Bids and Awarding a Contract for the 2016 Miscellaneous Concrete Repairs and Installations, City Project 1600 MOTION: Move to waive the reading of Resolution 2016 -44, there being ample copies available to the public. MOTION: Move to adopt Resolution 2016 -44 being a Resolution accepting bids and awarding the 2016 Miscellaneous Concrete Repairs and Installations, City Project No. 1600, to Create Construction, based upon their low, qualified, responsible bid in the amount of $29,679.50 from Fund 415 - 51600 -4000; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. H. Approve Gambling Permit, Athletic Boosters, All America City fundraiser May 20, 2016 *Removed for Discussion I. Approve Business License Applications MOTION: Move to approve the items as listed on the business license agenda for April 25, 2016. J. 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 160849 through 161011 in the amount of $ 1,034,519.33. Councilmember Schmitt requested items E and F be removed for discussion. Councilmember Nawrocki requested items H be removed for discussion. Motion by Councilmember Murzyn, Jr. seconded by Councilmember Williams to approve the consent agenda items A, B, C, D, G, l and J. All Ayes, Motion Carried. The following items were removed for discussion: E. Approve Resolution No. 2016 -42 Approving State of MN Joint Powers Agreements City Attorney James Hoeft explained the state has new records and data management system. Both he and the police department require authorization to access the system. Councilmember Schmitt questioned who is paying for the system. Mr. Hoeft explained it is a state system, and the City Attorney will pay a small amount; likely a couple hundred dollars. Motion by Councilmember Nawrocki, seconded by Councilmember Williams to approve Resolution No. 2016- 42, being a Resolution approving State of Minnesota Joint Powers Agreements with the City of Columbia Heights on behalf of its City Attorney and Police Department. All Ayes, Motion Carried. F. Adopt Resolution 2016 -43 Approving a Master Partnership Contract with MNDOT Councilmember Schmitt questioned if technical services can be completed without a work order contract. Director of Public Works Kevin Hansen explained the proposed agreement will replace an existing agreement we have had for many years. This agreement covers more routine items that the State typically does on behalf of city projects. Motion by Councilmember Schmitt, seconded by Councilmember Williams to waive the reading of Resolution 2016 -43, there being ample copies available to the public. All Ayes, Motion Carried. Motion by Councilmember Schmitt, seconded by Councilmember Williams to adopt Resolution 2016 -43 being a Resolution approving the Master Partnership Contract with MnDOT. All Ayes, Motion Carried. H. Approve Gambling Permit, Athletic Boosters, All America City fundraiser May 20, 2016 City Manager Walt Fehst explained Columbia Heights is a finalist for the Award, given by the National Civic League. The City hopes to send a delegation of 15 -20 people to Denver, Co. This group will include students, senior citizens and other involved citizens. A fundraiser is planned for May 20th to raise money to help with lodging and transportation costs. Motion by Councilmember Williams, seconded by Councilmember Schmitt to direct the City Manager to forward a letter to the State Charitable Gambling Control Board indicating that the City of Columbia Heights has no objection to a gambling permit for the Columbia Heights Athletic Boosters to conduct bingo and a raffle at the May 20 fundraiser at the Public Safety Building in support of the City's All America City application. Furthermore, that the City of Columbia Heights hereby waives the remainder of the thirty -day notice to the local governing body. All Ayes, Motion Carried. 8. PUBLIC HEARINGS A. First reading of Ordinance No. 1626, being and Ordinance amending City Code of 2005 relating to automotive related uses within the City of Columbia Heights. City Planner Elizabeth Holmbeck reported the proposed Ordinance would disallow any new auto uses in the Central Business Zoning District and require that any new auto related development (excluding motor vehicle parts stores) be located on a lot with a minimum size of one acre in all other applicable districts. Councilmember Nawrocki commented that the area on 39th between Quincy and Jefferson should be addressed, noting there is no screening, and it looks very bad. Ms. Holmbeck reported that on April 6th letters were sent out to the businesses on 39th Ave. explaining the requirements, noting they have until June 1, 2016 to comply. Councilmember Schmitt suggested removing "Government Maintenance Facility" from section 9.110 (F)(3)(c). Director Hansen commented that the City has no plans of relocating or expanding their current facility, which is in an industrial zone. City Manager Walt Fehst stated he would support treating the City the same the same as others in the city. The council agreed to remove Government Maintenance Facility from section 9.110 (F) (3) (C). Motion by Councilmember Williams, seconded by Councilmember Murzyn, Jr. to waive the reading of Ordinance No. 1626, there being ample copies available to the public. All Ayes, Motion Carried. Motion by Councilmember Murzyn, Jr. seconded by Councilmember Williams to establish the second reading of Ordinance No. 1626, amending City Code of 2005 relating to automotive related uses within the City of Columbia Heights, for Monday, May 9th, 2016 at approximately 7:OOpm in the Council Chambers of Columbia Heights City Hall, removing Item a, Section 9.110 (F) (3) (C). All Ayes, Motion Carried. B. Consideration of Revocation of the license to operate a rental unit within the City of Columbia Heights is requested against the rental property at 4744 4th Street NE for failure to meet the requirements of the Residential Maintenance Codes. Fire Chief Gary Gorman reported the property has been rented without a license. The City recently shut the water off for non - payment, and has been vacated. Councilmember Nawrocki stated there is a large amount of trash in the backyard. Chief Gorman confirmed they are aware of the trash as well. Motion by Councilmember Williams, seconded by Councilmember Nawrocki to close the public hearing and to waive the reading of Resolution Number 2016 -39, being ample copies available to the public. All Ayes, Motion Carried. Motion by Councilmember Williams, seconded by Councilmember Murzyn, Jr.to adopt Resolution Number 2016 -39, being Resolution of the City Council of the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of the rental license listed, 4744 4th Street NE. All Ayes, Motion Carried. C. Declaration of a nuisance and abatement of violations within the City of Columbia Heights is requested regarding properties a 4237 Quincy St NE. Fire Chief Gary Gorman distributed photos of the property depicting excess outside storage. The city's contactor attempted to remove the items, and were chased off the premises by the property owner. A second attempt will be made to clean up the property. City Attorney Hoeft indicated an Administrative Search Warrant can be used if necessary. Motion by Councilmember Murzyn, Jr., seconded by Councilmember Nawrocki to close the public hearing and to waive the reading of Resolution Number 2016 -41, there being ample copies available to the public. All Ayes, Motion Carried. Motion by Councilmember Murzyn, Jr., seconded by Councilmember Nawrocki to adopt Resolution Number 2016 -41, being a resolution of the City Council of the City of Columbia Heights declaring the properties listed a nuisance and approving the abatement of violations from the properties pursuant to City Code section 8.206. All Ayes, Motion Carried. 9. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions a. Second Reading of Ordinance 1627, Conveyance of Certain Real Property to the EDA Keith Dahl, Economic Development Manager explained this is the second reading to convey the property at 4618 Polk St. to the EDA. Motion by Councilmember Williams, seconded by Councilmember Schmitt to waive the reading of Ordinance No. 1627, there being ample copies available to the public. All Ayes, Motion Carried. Motion by Councilmember Williams, seconded by Councilmember Schmitt to adopt Ordinance No. 1627, being an ordinance authorizing the conveyance of certain real property located at 4618 Polk Street. All Ayes, Motion Carried. B. Bid Considerations a. Adopt Resolution 2016 -45 Accepting Bids and Awarding A Contract for the 2016 Street Rehabilitation Zone 2 and State Aid Street Overlay Project, City Projects 1602 and 1605 Director of Public Works Kevin Hansen reported 43rd Ave., 41" Ave. and Jefferson St. are included in the projects. The one alternate includes concrete /bituminous for private work if residents are interested. Motion by Councilmember Nawrocki, seconded by Councilmember Murzyn, Jr. to waive the reading of Resolution 2016 -45, there being ample copies available to the public. All Ayes, Motion Carried. Motion by Councilmember Nawrocki, seconded by Councilmember Murzyn, Jr. to adopt Resolution 2016 -45 being a resolution accepting bids and awarding the 2016 Street Rehabilitation Zone 2 and State Aid Street Overlay Program, City Project Numbers 1602 and 1605, including Alternate 1 for unit priced private construction, Midwest Asphalt Corporation of Hopkins, Minnesota based upon their low, qualified, responsible bid in the amount of $667,238.80 with funds to be appropriated from Fund 415 -51602 -5185 and 415 - 51605 -5185, and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. All Ayes, Motion Carried. C. New Business and Reports 10. ADMINISTRATIVE REPORTS City Manager Walt Fehst reported staff is working hard preparing for the All America City Award, and he hopes to have many interested residents involved. Councilmember Nawrocki asked for an update on the Stinson Blvd. project, specifically access to the residents. Director Hansen reported the contractor has determined the project will be completed sooner if they work both sides simultaneously. Currently access is not limited to residents. Councilmember Nawrocki reported the tree at 4660 Heights Drive looks awful. City Manager Fehst stated he has followed up with the homeowner, and informed him he may be cited again. Councilmember Nawrocki asked for an update on the White Castle project. City Manager Fehst reported they will do a teardown and rebuild, and August completion is anticipated. Councilmember Nawrocki reported the upcoming Park & Recreation commission meeting interferes with the Athletic Boosters dinner. Director Hansen reported the parks concepts will be available after the meeting. Councilmember Nawrocki reported the draft copy of the upcoming newsletter does not give much information regarding the Jamboree events. City Manager Fehst said he will follow up with the Editor. Councilmember Nawrocki asked if there was any update regarding a relationship with Financial One Credit Union. City Manager Fehst stated the finance department is looking into it. 11. CITIZENS FORUM Frost Simula -1700 49th Ave NE stated his mission is to help prevent real estate fraud; specifically regarding predatory remodeling. Mr. Simula reported the best way to prevent this is a point of sale inspection program. Mr. Simula is hopeful he council will consider a point of sale program in the fall. Connie Buesgens - 102144th Ave NE reported there is a new Facebook page; Columbia Heights Rant. City Manager Fehst suggested inquiries be made directly to City Staff, and consider using the forum for positive comments as well. Ms. Buesgens reported the walk signal on the traffic light on 40th and Central does not allow ample time to cross Central Ave. 12. ADJOURNMENT 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 adjour d at 8:18 p.m. af,, Respectively Submitted, Katie Bruno, Council Secretary /City Clerk 10 RESOLUTION NO. 2016 -39 Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of that certain property rental license held by Kenneth L. Pritchett, Jr. (Hereinafter "License Holder "). Whereas, license holder is the legal owner of the real property located at 4744 4t" Street N.E., Columbia Heights, Minnesota, Whereas, pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(B), written notice setting forth the causes and reasons for the proposed Council action contained herein was given to the License Holder on April 8, 2016, of a public hearing to be held on April 25, 2016. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on or about April 8, 2016, inspection office staff sent a letter requesting the owner of the property submit the rental license application for this property. The letter was mailed by regular mail to the owner at the address listed in the property records. 2. That on April 18, 2016, inspection office staff reviewed the property file and noted that the property remained unlicensed. A Statement of Cause was mailed by regular mail to the owner at the address listed in the property records. 3. That based upon said records of the Enforcement Office, the following conditions and violations of the City's Property Maintenance Code were found to exist, to -wit: a. Failure to submit to inspection, submit renewal rental license application and fees. 4. That all parties, including the License Holder and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code, Chapter 5A, Article III 5A.306 and 5A.303(A). ORDER OF COUNCIL 1. The rental license belonging to the License Holder described herein and identified by license number F- 4744 -4 is hereby revoked; 2. The City will post for the purpose of preventing occupancy a copy of this order on the buildings covered by the license held by License Holder; 3. All tenants shall remove themselves from the premises within 45 days from the first day of posting of this Order revoking the license as held by License Holder. RESOLUTION NO. 2016 -41 Resolution of the City Council for the City of Columbia Heights declaring the property a nuisance and approving abatement of ordinance violations pursuant to Chapter 8, Article II, of City Code, of the property owned by Ben Jacobson (Hereinafter "Owner of Record "). Whereas, the owner of record is the legal owner of the real property located at 4237 Quincy St N.E. , Columbia Heights, Minnesota. W And whereas, pursuant to Columbia Heights Code, Chapter 8, Article II, Section 8.206, written notice setting forth the causes and reasons for the proposed council action contained herein was sent via regular mail to the owner of record on March 10, 2016. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on March 3, 2016, an inspection was conducted on the property listed above. Inspectors found violations. A compliance order was sent via regular mail to the owner at the address. 2. That on March 10, 2016 inspectors re- inspected the property listed above. Inspectors noted that violations remained uncorrected. A compliance order and statement of cause was mailed via regular mail to the owner listed in the property records. 3. That on March 21, 2016 inspectors re- inspected the property and found that violations remained uncorrected. 4. That based upon said records of the Fire Department, the following conditions and violations of City Codes(s) were found to exist, to wit: A. Miscellaneous outside storage, garbage and /or debris throughout property. 5. That all parties, including the owner of record and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code Section 8.206(A) and 8.206(B). CONCLUSIONS OF COUNCIL 1. That the property located at 4237 Quincy St N.E. is in violation of the provisions of the Columbia Heights City Code as set forth in the Notice of Abatement. 2. That all relevant parties and parties in interest have been duly served notice of this hearing, and any other hearings relevant to the abatement of violations on the property listed above. 3. That all applicable rights and periods of appeal as relating to the owner of record, occupant, or tenant, as the case may be, have expired, or such rights have been exercised and completed. ORDER OF COUNCIL 1. The property located at 4237 Quincy St N.E. constitutes a nuisance pursuant to City Code. 2. That a copy of this order shall be served upon all relevant parties and parties in interest. RESOLUTION NO. 2016 -42 A resolution of the City Council for the City of Columbia Heights, Minnesota, Approving State of Minnesota Joint Powers Agreements with the City of Columbia Heights on behalf of its City Attorney and Police Department Whereas, the City of Columbia Heights on behalf of its Prosecuting Attorney and Police Department desires to enter into Joint Powers Agreements with the State of Minnesota, Department of Public Safety, Bureau of Criminal Apprehension to use systems and tools available over the State's criminal justice data communications network for which the City is eligible. The Joint Powers Agreements further provide the City with the ability to 12 add, modify and delete connectivity, systems and tools over the five year life of the agreement and obligates the City to pay the costs for the network connection. NOW, THEREFORE, BE IT RESOLVED by the City Council of Columbia Heights, Minnesota as follows: 1.That the State of Minnesota Joint Powers Agreements byand between the State of Minnesota acting through its Department of Public Safety, Bureau of Criminal Apprehension and the City of Columbia Heights on behalf of its Prosecuting Attorney and Police Department, are hereby approved. Copies of the two Joint Powers Agreements are attached to this Resolution and made a part of it. 2. That the Chief of Police, Scott Nadeau, or his successor, is designated the Authorized Representative for the Police Department. The Authorized Representative is also authorized to sign any subsequent amendment or agreement that may be required by the State of Minnesota to maintain the City's connection to the systems and tools offered by the State. To assist the Authorized Representative with the administration of the agreement, the Police Captain is appointed as the Authorized Representative's designee. 3. That the City Attorney James Hoeft, or his successor, is designated the Authorized Representative for the Prosecuting Attorney. The Authorized Representative is also authorized to sign any subsequent amendment or agreement that may be required by the State of Minnesota to maintain the City's connection to the systems and tools offered by the State. To assist the Authorized Representative with the administration of the agreement, the City Attorney's legal assistant is appointed as the Authorized Representative's designee. 4. That Gary Peterson, the Mayor for the City of Columbia Heights, and Katie Bruno, the City Clerk, are authorized to sign the State of Minnesota Joint Powers Agreements. RESOLUTION NO. 2016 -43 A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS, the Minnesota Department of Transportation (MnDOT) wishes to cooperate closely with local units of government to coordinate delivery of transportation services and maximize the efficient delivery of such services at all levels of government. 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 WHEREAS, MnDOT and local governments are authorized by Minnesota Statues sections 471.59, 174.02, and 161.20, to undertake collaborative efforts for the design, construction, maintenance and operation of state and local roads; and WHEREAS, the parties wish to be able to respond quickly and efficiently to such opportunities for collaboration, and have determined that having the ability to write "work orders" against a master contract would provide the greatest speed and flexibility in responding to identified needs. 13 NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA 1. That the City of Columbia Heights enter into a Master Partnership Contract with the Minnesota Department of Transportation, a copy of which was before the City Council. 2. That the Mayor and City Manager are hereby authorized and directed to execute such contract and any amendments thereto. 3. That the City Engineer is authorized to negotiate work order contracts pursuant to the Master Contract, which work order contracts may provide for payment to or from MnDOT, and that the City Engineer may execute such work order contracts on behalf of the City of Columbia Heights without further approval by this Council. RESOLUTION NO. 2016 -44 A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS, pursuant to an advertisement for bids for City Project No. 1600, Miscellaneous Concrete Repairs and Installations, 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 complying with the advertisement: Bidder Base Bid Create Construction $ 29,679.50 New Look Contracting, Inc. $ 56,984.00 Sunram Construction, Inc. $ 86,733.50 It appears that Create Construction, 18517 100th Avenue N., Maple Grove, Minnesota is the lowest responsible bidder. NOW THEREFORE BE IT RESOLVED BYTHE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA The Mayor and City Manager are hereby authorized and directed to enter into a contract with Create Construction in the name of the City of Columbia Heights, for the 2016 Miscellaneous Concrete Repairs and Installations, City Project No. 1600, for a bid amount of $29,679.50 according to plans and specifications therefore approved by the Council. 2. The City Engineer is hereby authorized and directed to retain the deposit of the successful bidder and the next lowest bidder until the contract has been signed. City Project No. 1600 shall be funded with State Aid Maintenance Fund, General Fund, Park Fund, Street Fund, Sewer and Water Fund and PIR funds. 14 RESOLUTION NO. 2016 -45 A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS, pursuant to an advertisement for bids for City Project No. 1602, 2016 Street Rehabilitation Zone 2 and City Project No. 1605, State Aid Street Overlay, seven 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 complying with the advertisement: Bidder Base Bid Alternate 1 Base Bid with Alternate Midwest Asphalt Corporation $ 663,433.80 $ 3,805.00 $ 667,238.80 Northwest Asphalt, Inc. $ 727,363.18 $ 4,712.50 $ 732,075.68 Park Construction $ 739,824.31 $ 9,060.50 $ 748,884.81 Bituminous Roadways $ 742,229.20 $ 6,714.00 $ 748,943.20 North Valley, Inc. $ 786,447.82 $ 2,281.95 $ 788,729.77 Hardrives, Inc. $ 806,185.23 $ 5,937.00 $ 812,122.23 C.S. McCrossan $ 955,327.80 $ 8,075.00 $ 963,402.80 It appears that Midwest Asphalt Corporation of Hopkins, MN is the lowest responsible bidder. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA The Mayor and City Manager are hereby authorized and directed to enter into a contract with Midwest Asphalt Corporation in the name of the City of Columbia Heights, for 2016 Street Rehabilitation Zone 2 and State Aid Overlay, City Project Nos. 1602 and 1605, according to plans and specifications therefore approved by the Council. 2. The City Engineer is hereby authorized and directed to return, forthwith, to all bidders, the deposits made with their bids except the deposit of the successful bidder and the next lowest bidder shall be retained until the contract has been signed. 3. City Projects 1602 and 1605 shall be funded with Assessment /State Aid, Sanitary Sewer, Storm Sewer, and General Funds. 15 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 7:36 PM COLUMBIA HEIGHTS CITY COUNCIL May 2, 2016 7:00 PM (Following the EDA Meeting) Conference Room #1 WORKSESSION Present: Mayor Peterson, Councilmembers Murzyn Jr, Williams, Nawrocki and Schmitt Also Present: City Manager Walt Fehst, Director of Public Works Kevin Hansen, Library Director Renee Dougherty, HR Director /Assistant to the City Manager Kelli Bourgeois and City Clerk Katie Bruno Presentation from Countv Commissioner Rhonda Sivaraiah Anoka County Commissioner Rhonda Sivarajah reported that a coalition of local governments thorough the metropolitan area have joined together to look at ways to improve some areas of the Met Council. A draft resolution was referenced for City Council consideration. Some of the requested changes include requiring a majority of the Metropolitan Council be elected officials, appointed from cities and counties within the region; terms of appointed members shall be staggered, every metropolitan county should be represented; and the metropolitan council shall represent the entire region. City Manager Walt Fehst commented that this has been a discussion item for many years, noting he doesn't see the benefit either way. Councilmember Schmitt attended three thrive 20/40 meetings and expressed disappointment with the meetings, commenting that only one was held in Anoka County. Councilmember Schmitt suggested it would be good to keep the discussion going. Manager Fehst recommended this be added to the June 6th worksession for further discussion. Library Update Director of Public Works Kevin Hansen reported the new library is scheduled to open in less than five weeks, with the Grand Opening planned for June 25tH Councilmember Schmitt asked if volunteers will be assisting with the move. Library Director Renee Dougherty reported that materials will be professionally moved. Dougherty announced a Farewell Party is planned for Tuesday, May 11th Library Change Order package — 2 Director of Public Works Kevin Hansen reported there are change orders for the general, mechanical and electrical contractors, totaling $131,000. Councilmember Nawrocki asked where the additional funding will come from. Director Hansen explained the normal building fund has had a contingency balance since the project began. The remaining balance will be about $455,000 following the change orders. Water Tower Colors / Logo Director of Public Works Kevin Hansen reported contracts are in place, and work is ready to begin in early to mid May. The project is estimated to take about ten weeks total. Hansen distributed various style options and requested direction from the council on the preferred color and design. City Manager Fehst suggested waiting to determine the final design until the All America City winner is announced. The council agreed that the they preferred a white or cream color for the water tower with the logo and "City of Columbia Heights" in black paint. It was noted that the All America City insignia can be added if we are a winner. Market Wage Adiustment discussion Human Resource Director /Assistant to the City Manager Kelli Bourgeois reported that four current positons are in need of a market based wage adjustment. The recommended adjustments are based on current salary data though the League of Minnesota Cities, as well as job posting for similar positions. The four positions are Facility Maintenance Supervisor, Assistant City Engineer, Assistant Fire Chief and Police Captain. Bourgeois suggested the adjustments become effective June 1, 2016. Councilmember Nawrocki noted one of the positions result in an annual increase of almost $25,000. Bourgeois commented that it was still on the lower end in comparison with job postings of similar positions. Director Hansen gave an overview of the duties of the Facilities Maintenance Supervisor, noting the current employee has been instrumental in various cost savings measures. Councilmember Schmitt questioned why not wait until the setting of the 2017 budget. Bourgeois noted that if we were to post at the current salaries, we would likely not get many qualified salaries. Councilmember Nawrocki asked if a list of comparable salaries is available. Ms. Bourgeois stated she would have that information available for viewing at City Hall if any of the council were interested. Concern from the council was expressed regarding unions. Bourgeois noted salaries will be discussed during union negotiations. Councilmember Schmitt questioned if non -union staff have any performance requirements. Bourgeois stated employees are required to perform at a specific standard prior to receiving pay increase. Councilmember Nawrocki asked were the additional funding will come from. Bourgeois stated she has talked to each Division Head, and there will be enough funds available through staffing changes. Meeting Adjourned at 8:52 PM Respectively Submitted, i Katie Bruno, Council Secretary /City Clerk 17 MINUTES OF THE CITY OF COLUMBIA HEIGHTS CHARTER COMMISSION January 21, 2016 7:00 P.M. CITY HALL - CONFERENCE ROOM 1 Call to Order President Steve Smith called the meeting to order at 7:00 p.m. Roll Call /Status of Membership Members present: Ramona Anderson, James Guy, Roger Johnson, Greg Sloat, Steve Smith, Tim Utz, Carolyn Laine, Matt Abel, Eric Penniston and Lee Bak Members absent (excused): Wes Wiggins, Mike Patiuk and Rob Fiorendino Members absent (unexcused): Jeff Diehm Also in attendance: Council Liaison Bruce Nawrocki, City Attorney Jim Hoeft, HR Director /Assistant to the City Manager Kelli Bourgeois, City Clerk /Recording Secretary Katie Bruno Approval of Agenda President Smith requested re- ordering the New Business section, by moving the Annual Report to item B. In addition to adding Item C: Consideration of Chapter 3, section 20 for future action. Motion by Commissioner Abel, seconded by Commissioner Bak to approve the agenda. Motion passed unanimously. Approval of Minutes Motion by Commissioner Bak, seconded by Commissioner Guy to approve the minutes from the October 15, 2015 meeting. Motion passed unanimously. Election of Officers President Commissioner Anderson nominated Commissioner Utz. Mr. Utz withdrew his nomination. Commissioner Laine nominated Commissioner Smith. The commission unanimously elected Steve Smith to serve as President for 2016. Vice President Commissioner Bak nominated Commissioner Utz. The commission unanimously elected Tim Utz to serve as Vice President for 2016. Secretary Commissioner Bak nominated Commissioner Abel. The commission unanimously elected Matt Abel to serve as Secretary for 2016. Correspondence Recording Secretary indicated the only correspondence received was related to Chapter 3, sect. 20. 18 Old Business A. Discussion regarding Chapter 10, sections 93 -101; City Charter City Attorney Jim Hoeft distributed a summary of changes discussed at the October 2015 meeting. Section 95: It was suggested that a summary of the franchise agreement be published, rather than the entire agreement as it would be very costly. City Attorney Hoeft explained that is the procedure followed at the City level as well. It was clarified that the summary ordinance would be published, while the entire ordinance would be available at City Hall, the Library and the City's website. Commissioner Utz asked for clarification if the ordinance needs to be posted or published. The commission decided to change the word or to and, see below. City Attorney Hoeft recommended the following changes. Section 95. PUBLICATION OF FRANCHISES. Every ordinance granting or extending any franchise shall contain all the terms and conditions of the franchise. A franchise shall be without any validity whatever until it has been accepted by the grantee, and until it has been given adequate publicity, either by publication of the #Gpc-hise „ °r &gti.., a summary franchise ordinance in the official paper of the City Gt leGst ence ^ 141A- for f of two successive + eels publications after its passages, *or by Me posting of GUthePtiG eepies of the #GnChiSe „ et jeGst teg 4 the Rg t Hbiie ^'Gees in the , tt the summary ordinance in City Hall and the City Library for a period of thirty days after its passage. *The commission agreed to change the word or to the word and. It was also suggested to reduce the number of times of publication from four to less, as well as reducing the amount of time for the franchise to become effective. Section 96: Mr. Hoeft reported that the maximum allowable franchise by the State is fifteen years, noting our most recent franchise agreement is for five years. Section 98: Mr. Hoeft recommended eliminating the entire section, as the rates are dictated by the FCC. Commissioner Utz questioned if there is a need for the franchise. Hoeft explained the franchise still addresses the service contracts and the ROW requirements. Section 99: Mr. Hoeft recommended eliminating the entire section; as the Federal Government has taken the power away to exercise a referendum with regards to a franchise away. Section 100: Mr. Hoeft explained the recommendation would be to change the word "must" to "shall be subject to ". It was noted none of the conditions are being eliminated. Mr. Hoeft explained the process going forward will include a second reading of the proposed changes by the Charter Commission at their April meeting. Following approval by the Charter 19 Commission, the City Council will consider the item. The item will need a unanimous vote by the council, otherwise the commission will determine if they want the item to be considered as a ballot question. Motion by Commissioner Bak, seconded by Commissioner Anderson to approve the first reading of changes to Chapter 10, Franchise section. All Ayes. New Business A. New Membership Lists Recording Secretary Bruno announced there is currently a vacancy on the commission, resulting from the resignation of Charles Tyler. Application(s) will be sent to the Chief Judge for consideration. B. Annual Review of Charter Commission Purpose President Smith commented that the commission has worked hard throughout the year. C. Discussion of Chapter 3, Section 20 President Smith reported a Councilmember requested the Commission look at the Emergency Ordinance language in the Charter. City Attorney Hoeft explained the City's Charter states ordinances require two readings, with a 30 day time period prior to taking effect in order to allow for a referendum if desired. When the Charter was originally drafted, a safeguard was added to allow for an Emergency Ordinances. Concern was expressed that an Emergency Ordinance may be adopted in order for council to adopt an ordinance foregoing the 30 day waiting period, fp that reason the Emergency Ordinance provision requires a separate vote to determine if the item is an emergency. We now have Interim Ordinances; also referred to as a Moratorium. Interim Ordinances were not in place when the charter was initially drafted. Moratoriums are temporary ordinances that can only be in effect for a certain period of time, maximum of 18 months. Hoeft clarified that Interim Ordinances are not Emergency Ordinances as defined in the City Charter. One of the councilmembers suggested the language in the Charter is confusing. Hoeft directed the commissioners to Section 19, and suggested making the following change: Section 19. PROCEDURE ON ORDINANCE. The enacting clause of all ordinances by the council shall be in the words, "The City of Columbia Heights does ordain," Every ordinance shall be presented in writing. Every ordinance, other than emergency ordinances and interim ordinances, shall have two public readings in full. Hoeft clarified the moratoriums cannot last longer than 18 months, and you cannot have serial interim ordinances. Commissioner Utz commented that there are not checks and balances in regards to preventing a council from enacting numerous Interim Ordinances. Hoeft stated that an interim ordinance is not permanent. President Smith stated he would like to add this to the agenda for the April meeting. Hoeft clarified that the request is not to change the charter, but to clarify the language. 20 D. Consideration of amending Chapter 4, Section 28a, related to Candidate Filing Fees. City Attorney Hoeft reported some of the cities have recently increased their fling fees, to reduce the number of non - serious applications for candidacy. The current filling fee of $5.00 has been in place since 1984. Commissioner Laine recommended changing the fee to $10, as the value of the dollar has changed from 1984. Commissioner Guy ran an inflationary comparison, at the 2015 equivalent is $14.38. Commissioner Utz recommended $14.38 to keep in line with inflation. Commissioner Sloat stated he would want to be cautious from prohibiting an individual from filing, agreeing that $15 is affordable. Commissioner Smith and Anderson suggested leaving it at $5.00. Commission Laine stated the commission is responsible for keeping the charter commission up -to -date. Mr. Hoeft advised the commission they could have a first reading of the amendment tonight. Motion by Commissioner Laine, seconded by Commissioner Abel to increase the filing fee from $5.00 to $20.00. Councilmember Nawrocki commented that currently the City does not have an excessive number of candidates filing for office. Commissioner Laine explained there are costs associated with the process, and an increase would help in covering some of those costs. Commissioner Bak asked if one of the reasons for the requested increase was to defray some of the costs. Human Resource Director /Assistant to the City Manager Kelli Bourgeois noted that it would help, however the costs would not be covered by an increase. Commissioner Utz clarified that any changes would not be in effect for the 2016 Election Cycle. Hoeft stated the Charter Commission already has a $5.00 fee, set in 1984. If the Charter Commission is aiming to make the City Charter more comprehensive and up to date, the filing fee should reflect inflation. Commissioner Utz requested the motion be amended to $15.00 Motion by Commissioner Laine, seconded by Commissioner Abel to increase the filing fee from $5.00 to $15.00, and regard this as the first reading. All Ayes, Motion Carried. E. Approve the 2015 Charter Commission Annual Report Motion by Commissioner Abel, seconded by Commissioner Guy to accept the Annual Report. All Ayes, Motion Carried. Next Meeting Date Next meeting scheduled for April 21, 2016 at 7:00 p.m. at City Hall, Conference Room 1. Adjournment Motion by Commissioner Abel, seconded by Commissioner Bak to adjourn. The meeting was adjourned at 8:09 p.m. Respectively Submitted, Katie Bruno, City Clerk /Recording Secretary 21 COLUMBIA HEIGHTS PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES April 6, 2016 Approved 5/4/2016 The meeting was called to order by Chair Patricia Sowada at 6:30 p.m. Members present were Nancy Hoium, Steve Smith, Patricia Sowada, Barbara Tantanella and Catherine Vesley. Also present was Library Director Renee Dougherty and Recording Secretary Renee Rewitzer. Absent was Council Liaison Gary Peterson. The minutes of the March 2, 2016, Board meeting were approved. The bill list dated March 2, 2016, was reviewed. It was moved, seconded, and passed that the bills be paid. The bill list dated March 16, 2016, was reviewed. It was moved, seconded, and passed that the bills be paid. The bill list dated March 30, 2016, was reviewed. It was moved, seconded, and passed that the bills be paid. The April 6, 2016, accounting sheet was reviewed. Old Business: Update on New Library Construction Construction is roughly on schedule; the building is now fully enclosed. The interior walls are framed and electrical, sprinkler, plumbing and air handling systems are in place. The raised floor will be installed this week. Library staff toured the site on March 31, 2016. Photos of the tour were shared with the board. The board would like a tour of the new library next month and Dougherty will make arrangements. RFID Update At the time of the meeting 26,614 items from the collection have been tagged in approximately two and a half weeks of work. The mobile tagging station will be returned on April 17. Smith has volunteered in the tagging process and shared with the board that the library staff is a hardworking group. Service Hours An hourly patron count was conducted from March 14 —19 and March 21— 26. Dougherty handed out charts of the results indicating the busiest and quietest times during each week. The board noted that the busiest hours are between 1:00 p.m. through 4:00 p.m. Monday through Wednesday. The quietest day is Saturday. 22 Dougherty recommended a change in hours based on usage information shared. The proposed change would eliminate summer hours and maintain service for 54 hours per week throughout the year. Nancy Hoium made the motion, Vesley seconded it and it passed unanimously: To establish service hours of 9 a.m. to 8 p.m. on Monday, Tuesday, Wednesday; 9 a.m. to 5 p.m. on Thursday and Friday; and 11 a.m. to 4 p.m. on Saturday effective upon the opening of the new building. New Business: 2015 Annual Report to State Library The board reviewed a report of information submitted. Automated Materials Handling Equipment Dougherty reported that the City Council approved the use of $66,774 in construction contingency funds for the purchase and installation of a three -bin automated materials handler. The AMH will be used at the drive -up book drop to discharge materials without staff intervention, even when the building is closed. The AMH will save the staff time, prevent repetitive stress injuries caused by book handling, and provide convenient and instantaneous discharging of returned items for patrons. Policy on Public Art in the Columbia Heights Library. Catherine Vesley presented background information and the assembled reviewed the proposed policy. A motion to adopted a policy on public art at the library was made by Tantanella and seconded by Smith. The motion passed. (Policy attached.) Online Payment This discussion was tabled until the next board meeting. Items from the Floor: The Chair requested that the July 6, 2016, board meeting be rescheduled to July 13, 2016. Tantanella made the motion and it was seconded by Vesley. Motion passed. Discussion ensued about the location for the June 1 board meeting because the current building will be closed. Dougherty will explore locations and report back at the May meeting. There being no further business, the meeting was adjourned at 7:33 p.m. Respectfully submitted, 23 Renee J. Rewitzer Recording Secretary, Library Board of Trustees The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights services, programs, and activities. Attachments: Public Art in the Columbia Heights Public Library policy, January, February and March 2015 -2016 Gate Count Comparison, March 14 -19, 2016 and March 21 -26, 2016 hourly patron counts, 2015 Annual Report to State Library. 24 CH COLUMBIA HEIGHTS Park & Recreation Commission Minutes of the Meeting Keyes Room, John P. Murzyn Hall March 23, 2016 David Payne called the meeting to order at 5:30 p.m. Roll Call Members present: Anne Carder, Sean Clerkin, Tom Greenhalgh, Kevin McDonald, David Payne, Marsha Stroik Staff present: Kevin Hansen, Public Works Director; Gary Peterson, Mayor; Keith Windschitl, Recreation Director Also present: Amanda Prosser, PLA, ASLA from ISG Consulting Firm Approval Consent Agenda Motion by Stroik, second by Clerkin, to approve the consent agenda. Upon vote: All ayes. Motion Carried. Letters and Requests A. Letter of request for an open bar at a wedding reception on July 1, 2017. Windschitl indicated the client will use a staff recommended bartender. This is a professional couple and staff feels that it will be a responsible event. Motion by Clerkin, second by McDonald, to approve the request for an open bar using a staff approved bartender for the reception on July 1, 2017. Upon vote: All ayes. Motion Carried. Old Business A. Huset Park splash pad grand opening June 1, 2016 Hansen recognized resident Connie Buesgens has been assisting with the planning for the splash pad grand opening. The police have also agreed to move up their community picnic that is usually held in July to the June 1 date. The timeline will be to have the splash pad open at 4:30 p.m., a dedication and grand opening at 5:15 p.m. with a few speakers and a ribbon cutting. All departments will be represented at the picnic along with other community programs such as the Mississippi Watershed, some Anoka County groups, and others. Staff feels this could be a very large event. Stroik asked if the spring fest event is still happening. Hansen replied that will be wrapped in with splash pad grand opening and picnic. Windschitl indicated the concept that Buesgens had of food trucks with a street dinner has changed a little bit. The street will be closed from the driveway to 5t" street with an ice cream truck, the CH Athletic Boosters will have free hotdogs at their wagon, a Mariachi band will be playing music, and there could be one or two additional food trucks. The parks department will have additional picnic tables along with the neighborhood event wagon and any community groups that want to attend and have a display are welcome to attend. Hansen indicated at past police picnics there have been 15 to 20 tables set up for city departments and other groups. Buesgens has invited other community or environmental groups to attend. Hansen stated a current focus in the city is composting and organics so a table will be setup for that. The Fire Department, Community Development, Library, Public Works, and the Recreation Department will all have tables. Windschitl commented that the picnic at Keyes Park last 25 City of Columbia Heights March 23, 2016 Park & Recreation Commission Minutes of the Meeting Page 2 year was setup really well and had a good turnout of participants, and residents received a lot of useful information. This annual picnic has been incorporated with the splash pad grand opening so it could be a bigger turnout but still a nice event. Again this event will be on Wednesday, June 1 at the Huset Park splash pad. Windschitl stated that this could be a largely attended event. B. Keyes Park Master Plan —concept plans Hansen introduced Amanda Prosser from ISG Consulting firm. Prosser is conducting the master park planning for Keyes Park and some design assistance for the Circle Terrace Park. Staff from Recreation, Police, and Public Works has met to discuss needs and opinions for Keyes Park. Along with the opinion from Prosser and staff discussions, three options have been prepared for examples of a Keyes Park Master Plan. Prosser would like to marrow down the concepts to two choices and bring to the general public to gather any opinions. Prosser discussed current conditions at Keyes Park. The existing soil conditions are not great; mostly clay, imported fill, pieces of concrete, and other materials. Any proposed plans would need to be built up and not dug in the area. Hansen reported a former staff member recalls bulldozers of mixed material being dropped off of the hill from Reservoir Boulevard to fill the area of what is now the athletic field at Keyes Park. Soil borings have not been conducted. He indicated that any changes would be better suited to import soil and build up in the area and not moving a lot of material in the ground. Utilities that are in the area have been there for a long time so there isn't a historical memory of what might be in the ground. Clerkin asked if concept 2 would the less intrusive. Hansen replied to let Prosser finish her presentation. Prosser indicated the utilities within the park offer several main lines so that is good to have all of the services nearby. The warming house does not meet current accessibility codes. Structurally it seems to be in good shape. The hockey rink is in poor condition. Based upon usage reports she would suggest removing the skating area. The current parking lots allow for 20 -30 stalls. The concept plans indicate that same amount of parking. For baseball and softball usage one issue is the northeast field backstop is a safety concern for the sledding hill. A temporary 90 x 150 foot soccer field would be a good space for a younger age group. Synthetic turf was brought up but is not an ideal item at this park. Soil improvements would include better drainage, new seeding, and irrigation. The playground is in need of complete replacement. A typical neighborhood park has a playground between 5000 to 7000 square feet. It is also recommended to have two separate playground areas for two different age groups. Currently there are no walking trails. All proposed concepts show some variety of trail loops. Greenhalgh indicated when T -Ball is at the park the parking lot is full and cars are parked all along the street. Clerkin asked if the fields would be primarily used for youth programs. Windschitl replied the one field is used for youth T -Ball and the other field is used for other ages up to junior varsity softball teams. He does not run any adult softball league there. The current layout of the field serves the programs well. Prosser indicated portable restrooms are shown on all concepts. Concept 3 shows a smaller community building based on police comments for potential use. Stroik asked if a full size soccer field could be at the park. Prosser replied yes, but that would remove one ball field. Prosser discussed the differences between the three concept plans. Discussion was held during the presentation of each plan by the Commission. Hansen reminded the Commission that some of the parking issues might be resolved by having trail loops guiding people to the specific areas of the park. He cautioned the idea of overlapping field use between two different sports. It can create poor conditions from overuse of the field, and that it also can affect the timing and season when each sport can be played. Windschitl replied that an additional adult size field would be nice in the city. Typically adult leagues are not played on fields that do not have permanent fencing or lights. It even becomes difficult to play youth games without field lights. This park offers a good location where field lighting would not have a large effect on the neighborhood. Greenhalgh asked if football would be able to be played there. 26 City of Columbia Heights March 23, 2016 Park & Recreation Commission Minutes of the Meeting Page 3 Stroik said it would be nice to have lights. Hansen replied there is no way to install lights without impacting the sledding hill. Commission members do not want to have a walking trail going down the sledding hill. Stroik would like to see a designated area with equipment for adult exercise or recreation use. Hansen recapped some of the items the Commission agreed upon are leaving out a central walking path down the hill, removing the field layout from concept 2, having a smaller soccer field that works, install parking that serves the ballfields. He stated that having an open green space is a good thing and not every area within the park needs to be designated for a specific purpose. Windschitl commented that the current building does not get used but maybe once or twice a year. The park rentals with the open shelters are very popular and he feels that a shelter would serve the public better than a building. Stroik asked if the bathrooms could be left and open for year round use. Hansen suggested leaving the option for the public to comment on a building and the possibility of community and public use. Stroik replied to keep the bathrooms and have an open air shelter. Prosser indicated there are two examples on the concepts one with a larger community use building and the other with bathrooms and an open air shelter. Hansen restated the current building is not ADA compliant. He asked if Keyes Park is used for Recreation summer programming. Windschitl replied no. The Commission agreed there is not a need for a community center building at Keyes Park at this time. Hansen suggested indicating a space on the concept listed as future use. Carder suggested a water feature with just a single item similar to the water shooting up out of the ground like at the State Fair. Clerkin pointed out the field layout in concept 3 wouldn't have much overlap. Stroik prefers the overall feel of concept 1 and having features spread out. Clerkin prefers the centralized aspect of concept 3 with the field layout moving in a few aspects from the other two concepts. Greenhalgh likes the walking trail around the entire area such as concept 2. Payne thanked Prosser for the presentation and discussion. C. Circle Terrace Lots Hansen reported the LaBelle Park Master Plan was updated two years ago to include the Circle Terrace play area. There is 2016 funding for the community building, the play area, and a sport court. This project will take place in two phases. One is to start immediately on the design, grade the area for the sport court and play features. Once funding becomes available, possibly after July 1st, the construction will begin on the building. The building will occupy a full lot size of the area. Peterson was pleased that the building will have an over look view of the city. Hansen indicated a rough timeline with the grading of the area, installation of the play areas, and receiving bids for the building will take time and be close to wrapping up around July. Peterson voiced a concern with the completion of the play areas and then doing construction on the building. Hansen replied that fences would be put in place for the safety of people within the park and protection of the new play areas. New Business None at this time. Reports A. Recreation Director Windschitl indicated the humidifier has been replaced inside John P. Murzyn Hall. The boiler computer system still needs to be replace and is working with Harris Controls for completion. B. Public Works Director /City Engineer Hansen reported the Public Works Department is seeking 15 —18 seasonal employees. Staff is happy to welcome back 13 returning seasonal workers from last year. Recruitment is difficult right now and applications are low. Windschitl indicated the position is open for a supervisor at the Hylander Center gym right now as well. 27 City of Columbia Heights March 23, 2016 Park & Recreation Commission Minutes of the Meeting Page 4 C. Commission Members Payne thanked Peterson for the music night and chili feed. He said that it was a good event. Payne adjourned the meeting at 6:45 p.m. Deanna Saefke, Recreation Clerk Typist II 28 b CH COLUMBIA HEIGHTS AGENDA SECTION CONSENT ITEM NO. 7C MEETING DATE MAY 9, 2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: ACCEPT BIDS AND AWARD CONTRACT FOR LIBRARY DONOR WALL, PROJECT 1410 DEPARTMENT: Public Works CITY MANAGER'S APPROVA� BY /DATE: Kevin Hansen / May 3, 2016 BY /DATE: 51'61 ib BACKGROUND: One of the components of the building not bid in the General Contract was the "Donor Wall ", intended to recognize those individuals, groups and businesses that have made cash contributions to the new library — an initiative of and through the Library Foundation. The library architect developed plans for the donor wall and reviewed them with both the Library Foundation and Library Board. The final plans are attached. The donor wall carries a consistent theme used in the building of wood and glass. Vertical glass panels are separated by wood panels in varying width and stain color. The names of the donors will be placed on the glass and the font size will depict the amount of the contribution in a range selected by the foundation. The panels will be internally lit with LED lighting from the top and the bottom. Additional spaces are provided for future panels as donations come into the Library. ANALYSIS /CONCLUSIONS: Plans were sent out to selected contractors who specialize in this type of work for the complete installation. Two bids were received: Archetype of Minneapolis: $37,620 Fourth Dimension Signs of Arden Hills: $47,135 HGA is familiar with Archetype and has worked with them on several custom installations. HGA recommends them as both a sign builder and installer. The Library Foundation will be reimbursing the City for the cost of the donor wall. RECOMMENDED MOTION(S): Move to accept bids and award a contract for the Library Donor Wall, City Project No. 1410, to Archetype of Minneapolis, MN based upon their low, qualified, responsible bid in the amount of $37,620, with funding from Fund 450 - 51410 -5120 and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. ATTACHMENT(S): Donor Wall Plans 29 J J a 0 z 0 0 ry Q ry m U J Co U) N C3 Ln �{ W G i LLI u � a Q� m < 1. z m � u m O o 0, N O 0 O N N N _ N Cl) O Q Q d J U J 00 d V) H 2 U uj z = o Q _ = CO U J O O J U \ } \\ \ � f \ \� \ \ \ \\ \� \ / \ \� \\ \ \ \ \\ [$E \ \ \\ 2e :! K\ \\ co )f \ { /t \z i - -_ - - - _ -- ^2rt\\® \ /) \\� cc \( \)\ \[f2 \E[i} \ \ \ \ \[ y \a:{!} \ \§) /2\ \$ §/2 � — \ co _ co co \ \\ G \ / � � « � � 0 2 0 0 w m � ± E S Q S 2 � q w 3 g 3 / co y q 0 Q 2 IT 2 R noA ue q i j G -E S-_ & = 2 \ J \ o 2 E ± � ƒ * 7 2 % / / # % \ f ± * J » 2 m = _ ® @ _ - n = { o•\ 2 .» m @ n @ E 2 0 \ 2 \/ d\ 2 E 7 2 g§ 4\%/ m ® @ 7 9 \ m ° o ° ® e 3 ± / d % ± \ 7 = ® ®� 3 / ° % 3 / / / / \ 2 k Cl) 2 I e / d l f / \ / 3 I 2 3 2 2 2 2 f 2» 2 f 4 m m c n -i f c±® ®\ m 2 c<\ // S m f® ® 3 0 2 x 2 -# 2 y% / s / / # / f @ y 4 q v ƒ ® f / ? / ¢ * / < 2 \ C m E ® ®4 2 0 ® ® 7 / ®/ % ® U) $ 2 ® # 2 CD % ƒ y C S 7 m 2 < < e « ul 2 3 C � 2 7 / U « o 2 z R o o In \ ® 7 \ 2 � c / ± g / 3 2 u / & 3 2 2 CL I c ± m / / \ e ± y 0 s % L / � 5 -T- 7' / / < / $ 2 � � / / q m / / / q CH COLUMBIA HEIGHTS AGENDA SECTION CONSENT ITEM NO. 7D MEETING DATE MAY 9, 2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: AUTHORIZATION TO SEEK BIDS FOR 2016 SANITARY SEWER PIPE LINING PROJECT DEPARTMENT: Public Works CITY MANAGER'S APPROVAL: BY /DATE: Kevin Hansen / May 3, 2016 BY /DATE: SI l,, I G �, BACKGROUND: Public Works annually budgets approximately $165,000 for sewer pipe lining to address pipe deficiencies. Through the sewer lining televising program, utility crews televise and inspect 16,000 — 20,000 feet each year. From these reports, a determination is made regarding pipe conditions. Along with a history of plugged sewers and /or backups, a determination is made for which pipe segments would benefit from pipe lining. In addition, during 2014 and 2015, staff has been concentrating the lining program in District 3. The sanitary sewer flow in this district experiences peaks after rainfall events and is subject to annual financial penalties from the MCES. STAFF RECOMMENDATION: District 3 extends from Reservoir Boulevard to Stinson Boulevard between 37th Avenue and 491h Avenue. Staff has budgeted $165,000 (approximately 5,000 L.F.) in 2016 to continue lining segments in this district. Inspection reports have identified significant joint infiltration. Lining will restore pipe integrity and eliminate infiltration at the joints. RECOMMENDED MOTION(S): Move to authorize staff to seek bids for the 2016 Sanitary Sewer Pipe Lining Project to continue lining pipe in District 3. ATTACHMENT: Sanitary Sewer District 3 34 I ffw� MIN I, 8 c C) a:- Z < W �^ 0 D —J V C) 0 1. --1 ---- JID 0 0 U') co & LT 0 ❑ 0 lu IF 0 0 0 cm �o 10 00 0 wol U') co 0 C,� COLUMBIA HEIGHTS AGENDA SECTION CONSENT ITEM NO. 7E MEETING DATE MAY 9, 2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: AUTHORIZE CAPITAL EQUIPMENT REPLACEMENT OF UNIT 0051 DEPARTMENT: Public Works /'p\1 CITY MANAGER'S APPROVALi BY /Date: Kevin Hansen / May 3, 2016 BY /Date: Sk,h �' Background: Unit #0051 is a 1996 Rosco Roll Pac III. This unit currently has a recorded hour meter record of 2,900 hours. It is used for pothole patching and the finish rolling of asphalt. Unit #0051 has a life expectancy of 15 years. Analysis /Conclusions: Public Works staff has carefully reviewed past, current, and projected use of Unit #0051. A summary of those findings is as follows: The existing roller is in fair to poor condition. It will be sent out for auction. The dealer is not interested in a trade -in option as it is difficult to obtain parts due to the age and model of the roller. Staff Recommendation: Staff is recommending replacing Unit #0051 with a new Bomag 900 -50 from Ruff ridge- Johnson Equipment for a cost of $16,900. There are only two dealers that offer the Bomag unit. Nuss Truck and Equipment provided a price of $17,890. RECOMMENDED MOTION(S): Move to authorize the replacement of Unit #0051 and the purchase 'of one (1) new Bomag BW 900 -50 Roller from Ruff ridge- Johnson Equipment Company, Inc. of Minneapolis, MN for a total cost of $16,900. Funding shall come from the Streets Capital Equipment Fund 431 - 43121. ATTACHMENT(S): Bomag Roller Image IM- Bomag BW 900 -50 Roller 37 CH COLUMBIA HEIGHTS AGENDA SECTION CONSENT ITEM NO. 7F MEETING DATE MAY 9, 2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: ACCEPT CHANGE ORDER PACKAGE #2 FOR LIBRARY PACKAGE CP -2, CITY PROJECT NO. 1410 DEPARTMENT: Public Works CITY MANAGER'S APPROVAL :,� BY /Date: Kevin Hansen / April 28, 2016 BY /Date: Sj � I I� Background: Awarded contracts for the new City Library include CP -1 and CP -2, and site utilities. Work is 95% complete on CP -1, and the building is progressing with a completion date of June 2nd. During the course of product submittal review and during construction the following items have changed, added or modified requiring a change order to the respective contracts. For CP -2, the following contracts are represented for the building construction: 1. General Contractor: Ebert Construction 2. Fire Protection: Breth - Zensen 3. Mechanical Cool Air Mechanical, Inc. 4. Electrical: Peoples Electric Co. Analysis /Conclusions: The change orders are for the following additions or deletions to the contract modifying the respective contracts: 38 Change Order #4 Ebert Provide additional exterior limestone; increase in quantity of drainage rock for Construction stormwater treatment, and revise entry doors from storefront to curtainwall frames. Change Order #5 Ebert Change fireplace from 32" residential to 72" commercial grade; Install MP -1 vapor Construction barrier at parapet; Caulking changes at all exterior windows; Change vapor barrier for entire roof; Concrete pile cap change for piles 46 & 76. Change Order #6 Ebert Addition of exterior venting system for wood soffits; added metal panels on west side of Construction building; Change book drop walls to fire rated; Changed interior door hardware and added door closures; Added door key consistent with existing master system. Change Order #3 Cool Air Addition of VAV unit 1 -12; Changed plumbing to have no exposure (view) at history Mechanical, Inc. room; added fire damper and transfer grill at book drop room; added exhaust fans 1 & 2 in main public restrooms. Change Order #3 Peoples Electric Electrical additions: light fixtures in teen area, additional light circuits and additional data Co. port locations; Changed monument sign location on Central Avenue; Added irrigation system; and provide power for AM unit in book drop room. 38 City of Columbia Heights - Council Letter Page 2 ICS Consulting and Public Works staff recommends approval of the Change Orders for Library Bid Package CP -2. RECOMMENDED MOTION(S): Move to approve contract Change Order Nos. 4, 5 & 6 for Library Bid Package CP -2, Project 1410, to Ebert Construction in the amount of $94,207.05 for a new contract amount of $5,205,049.34. Move to approve contract Change Order Nos. 3 for Library Bid Package CP -2, Project 1410, to Cool Air Mechanical totaling $10,659 for a new contract amount of $958,515. Move to approve contract Change Order Nos. 1 and 2 for Library Bid Package CP -2, Project 1410, to Peoples Electric totaling $26,253 for a new contract amount of $820,906. ATTACHMENT(S): Change Order Summary Sheet 39 N a o N C O h c � F 3 b c � ° N m u c � v N a_ w v N w 2: n L w —a w Z = E .0 i a 0 L p` E V 0 o Q7 U G7 N o "� U a M a U rn Q o � o n ° rn o 0 O N ° o I m "u v O �O N M � N C N N 10 O A 1D m u — O N yg b4 V9 64 14 b-J co ,n rn o cn _� ° n N N H w x N — N N N O C N ' v CJ a N L w V U V o V Q0� d 0 0 o U O p `� O Y N U u •o -d [ i° C C C C 3 C 0 3 0 'C 0 C o Y °0 m m p't A. bA v 'd m m W p u u u u G G C C o SYC� v C v u I C � r E bC^0 ob cd a0 O i bcq •Y E- •Y cd w 3 a h y ,S ,bp v) O O J 7 7 L1. bA O sv. a� C p co cd O J cl, s Q p D .b OY. 0 0 p U bA . O b . w0 co w u� bA N � 0 O SUa .%". 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O h 'b N w au•+ 'C 3 o 0 � h ad b � ¢ bQ 4 N w O C�. ,� +•+ V 7 O rr G sU. id u > p N �U'f. ��.+ 'u YO x w° O o o c ct > O O 3 v Y bJD rn ' 0 O y 'a� 3 O o = ° N id u O° r m u" N '— bk in l CII u C o y .� "'C u .+� m w O by bb 'x b b 'C 59 w ^C ,O C' '> :a 'C p 'O 'C 'C 1-4 cOd b b > p d .d � �rx..dc�;dddUV .� ,� ¢' p o damd V dd .. o o t\ U CH COLUMBIA HEIGHTS AGENDA SECTION CONSENT ITEM NO. 7G MEETING DATE MAY 9, 2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: ADOPT RESOLUTION 2016 -46 ACCEPTING FEASIBILITY REPORT AND AUTHORIZING CLEANING AND LINING OF 4,874 FEET OF WATER MAIN (UNDER THE CITY OF MINNEAPOLIS 2016 PROGRAM) CITY PROJECT NO. 1603 DEPARTMENT: Public Works CITY MANAGER'S APPROVAL�9J�'b BY /DATE: Kevin Hansen / May 3, 2016 BY /DATE: -- l,1 0, BACKGROUND: Columbia Heights has received complaints of discolored water at various locations and for many years throughout the City. City staff has determined that the rusty water is caused by encrusted iron scale deposits sloughing off the inside of the water main and into the water distribution system. To date, the problem originates only in unlined cast iron pipe, which was common prior to 1962. Although iron scale has a tendency to turn the color of the water yellow or light brown, it is not known to be a health risk by federally regulated standards. City staff has taken many samples and continues to test the drinking water to ensure compliance with State and Federal requirements. The problem in general is called 'tuberculation' and results in restricted flows. In January of 2005, staff reported to the City Council several techniques to address this problem and indicated that there are likely multiple areas of the distribution system affected by tuberculation. In 2005, Columbia Heights began an annual cleaning and lining program under the City of Minneapolis Cleaning and Lining Program. Below are the areas that have been completed since 2011. In 2011, the cleaning and lining program completed 4,199 lineal feet of pipe at the following streets: • Polk Place and Polk Circle • Pierce Terrace, Polk Place to Matterhorn Drive • Johnson Street, North of Innsbruck Parkway to Lincoln Terrace • Lincoln Terrace, Johnson Street to Pierce Terrace In 2012, the cleaning and lining program completed 3,920 lineal feet of pipe at the following streets: • 5th Street, 48th to 49th Avenue • 6th Street, 51st to 53rd Avenue • 7th Street, 51st to 53rd Avenue • 51st Avenue, 6th to 7th Street • 53rd Avenue, 5th to Washington Street In 2013, the cleaning and lining program completed 4,279 lineal feet of pipe at the following streets: • University Avenue from 51St Avenue to 53rd Avenue • 4th Street from 51St Avenue to 53rd Avenue • 5th Street from 51St Avenue to 53rd Avenue • 53rd Avenue from University Avenue to 4th Street In 2014, the cleaning and lining program completed 6,000 lineal feet of pipe at the following streets: • Mulcare Drive from Pierce Terrace to Polk Place 41 City of Columbia Heights - Council Letter Page 2 • Pierce Terrace from Polk Place to Polk Place /Pierce Terrace • 50th Avenue from Tyler Street to Fillmore Street • Buchanan Place from Fillmore Street to Pierce Terrace • Lincoln Terrace from Molan Terrace to Johnson Street • Fillmore Street from north of 49th Avenue to Pierce Terrace In 2015, the cleaning and lining program completed 7,000 lineal feet of pipe at the following streets: • Main Street from 37th Avenue to 40th Avenue • 37th Avenue from Main Street to 3rd Street • Edgemoor Place from 40th Avenue to 3rd Street • 3rd Street from Edgemoor Place to 37th Avenue • 44th Avenue from Tyler Place to Tyler Place • 44th Avenue from Tyler Place to McLeod Street STAFF RECOMMENDATION: City staff conducted a random survey following the completion of the projects with positive comments received from the residents. Staff believes the program accomplished what was intended and eliminated the discolored water problem and restored the original diameter(s) of the existing piping system. The newly lined pipe should provide another 40 or more years of service. Based upon the positive results and project success of the past ten years, staff conducted C- Factor testing on other known problem areas of the water distribution system. C- Factor testing involves isolating water main segments, flowing water and measuring pressures and flow rate. A C- Factor is then calculated which can be used to determine the amount of tuberculation in -pipe. Another way to look at a C- Factor is it is a measurement of resistance to flow in -pipe. New pipe will have a C- Factor of 120 -125. We would have expected the C- Factors in the areas tested (based on age) to be in a range of 90 -95. A general rule of thumb is values below a range of 70 -75 would indicate a pipe in poor and tuberculated condition. The measured C- Factors in the 2016 proposed program area average 37, which is considered heavily turburculated. Based upon the C- Factor testing, staff is recommending a 2016 Cleaning and Lining Program in the following streets: • Arthur Street from 40th Avenue to 43rd Avenue • 40th Avenue from Central Avenue to Reservoir Boulevard • 40th Avenue from Hayes Street to Arthur Street • Cleveland Street from 40th Avenue to 41st Avenue The process of Mechanical Cleaning and Lining involves shutting down a pipe segment, cutting open and accessing (excavating and cutting open) the water main every 400 to 600 feet, and pulling or pushing a mechanical cleaning device (sometimes called a `pig') through the line to remove the encrustation. Depending on the severity of the interior buildup, a water line may have to be "pigged" repeatedly until the original interior diameter is restored. Since this process leaves the iron wall exposed, lining the interior pipe is necessary to prevent water contact with the iron surface which would allow the tuberculation process to start all over. Minneapolis utilizes cement mortar lining by applying lean cement through a rotating head of a specific diameter. As the lining machine moves through the pipe, it leaves a smooth troweled finish. The new lining of the pipe provides a smooth interior wall resistant to mineral deposits and future tuberculation builggp. Next City of Columbia Heights - Council Letter Page 3 to complete pipe replacement, this is the most expensive pipe rehabilitation technique. Costs for mechanical cleaning and cement mortar lining can range from $50 to $65 per foot, depending on the pipe diameter and severity of buildup. A potential cost to the homeowner is the access and operability of the curb stop or water shut off valve at the property line. Consistent with our City Code, it is the homeowner's responsibility for the service line from the main in the street to the house. At the direction of the City Council, repairs and replacements of water service lines are publicly bid and those prices for repairs or replacements are extended to the homeowners if they so choose. The inspection of the curb stops should be completed this spring in the proposed program area. The work is conducted cooperatively where City forces provide all excavations, restorations and traffic control; Minneapolis provides temporary water services, reassembling the pipe and valves, disinfections of the new pipe, and contract administration; and a contractor (publicly bid by Minneapolis) provides the cleaning and lining of water mains. Based upon the past years program costs from the City of Minneapolis, staff is proposing a total 2016 program cost of $315,000 consistent with the amount established in the 2016 Water Construction Fund budget. RECOMMENDED MOTION(S): Move to waive the reading of Resolution 2016 -46, there being ample copies available for the public. Move to adopt Resolution 2016 -46 which accepts the Feasibility Report for the 2016 Water Main Cleaning and Lining Program and orders the Public Improvement for water main cleaning and lining of pipe totaling 4,874 lineal feet, under the City of Minneapolis Cleaning and Lining program for 2016. ATTACHMENT(S): Resolution 2016 -46 Feasibility Report 2016 Program Map 43 RESOLUTION NO. 2016 -46 A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS, the City Council has initiated a water main cleaning and lining program under the City of Minneapolis' annual cleaning and lining program, and WHEREAS, a report has been prepared by the Director of Public Works with reference to the 2016 Water Main Cleaning and Lining Program, and WHEREAS, the 2016 Water Main Cleaning and Lining Program includes the following main segments: • Arthur Street from 40th Avenue to 43rd Avenue • 40th Avenue from Central Avenue to Reservoir Boulevard • 40th Avenue from Hayes Street to Arthur Street • Cleveland Street from 40th Avenue to 41st Avenue WHEREAS, the report provides information regarding whether the proposed project is feasible, necessary and cost effective, and Said report is hereby received by the City Council of Columbia Heights on May 9, 2016. 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 NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA 1. The Council will consider the improvement of such water mains in accordance with the report and the assessment of water services to abutting or benefited property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of $315,000. 2. Such improvement is necessary, cost - effective, and feasible. 3. Such improvement is hereby ordered as proposed in the Council Resolution adopted the 9th of May, 2016. 4. These improvements shall also be known as Project No. 1603 5. The City Engineer, Kevin Hansen, is hereby designated as the engineer for this improvement. The engineer shall prepare plans and specifications for the making of such improvement. ORDER OF COUNCIL Passed this 9th day of May, 2016 Offered by: Seconded by: Roll Call: Gary L. Peterson, Mayor Attest: Katie Bruno, City Clerk /Council Secretary 44 O City of Columbia Heights FEASIBILITY REPORT FOR 2016 WATER MAIN IMPROVEMENTS: Cleaning and Lining CITY PROJECT 1603 May, 2016 ENGINEERING DEPARTMENT 63738 th Avenue NE, Columbia Heights, MN 55421 45 LOCATION - 2016: 763-706-3700 40# 763-706-3701 (Fax) WATER MAIN IMPROVEMENTS COLUMBIA HEIGHTS, MINNESOTA 2016 Cleaning and Lining PROJECT NUMBER 1603 • Arthur Street from 40th Avenue to 43rd Avenue • 40th Avenue from Central Avenue to Reservoir Boulevard • 40th Avenue from Hayes Street to Arthur Street • Cleveland Street from 40th Avenue to 41st Avenue IMPROVEMENTS: Water Main Cleaning and Lining Dig access holes at approximately 600 foot intervals, mechanically clean existing water main, cement mortar lining of water main, open service taps, disinfect water line, new gate valves, traffic control and restoration. INITIATION: City OWNERS ABUTTING: • Arthur Street from 40th Avenue to 43rd Avenue: 44 • 40th Avenue from Central Avenue to Reservoir Boulevard: 33 • 40th Avenue from Hayes Street to Arthur Street: 15 • Cleveland Street from 40th Avenue to 41st Avenue: 15 ISSUES: The following is a study of the key project issues. Water Main Cleaning and Lining The existing water mains in the identified streets have been C- Factor tested and shown to be severely tuberculated. 'Tuberculation' is a problem affecting unlined cast iron water distribution pipes, which was common prior to 1962. Iron builds up over time on the inside walls of the water pipe and enters the distribution system causing color and sometimes odor problems. Although iron scale has a tendency to turn the color of the water yellow or light brown, it is not known to be a health risk by federally regulated standards. Aside from the aesthetic issues, severe tuberculation results in restricted flows. Correcting the problem typically involves either replacing the water main or cleaning and lining the affected segments in place. Replacing water main can be very expensive due to the street restoration costs where street segments are not otherwise programmed for reconstruction. Cleaning and lining offers a viable alternative where entire street segments are not 46 disturbed and only access pits are required at 400 -600 foot intervals. Other factors, such as the condition of the pipe, soil conditions, and depth of cover should also be considered when evaluating cleaning and lining. Water Curb Stop Access and Operability To perform the water main cleaning and lining project, it is necessary to have the curb stop box (water shut off valve) located on the water service accessible and operable (see attached diagram 1 depicting a water service). The necessity is driven by the process that once the line segment is cleaned and cement mortar lined, each individual service tap is covered with the cement mortar and needs to be 'opened' to restore service. This is performed within a window of one hour after lining process by opening each curb stop and blowing water back into the line from the water service. Depending on the area and the age of the water service, some curb stops are either not accessible or do not work, requiring repair. FEASIBILITY: The proposed improvement project is necessary to clean, line, and restore adequate flow through segments of the water main distribution system. It is cost - effective without full street reconstruction, and technically feasible as prescribed in the construction recommendations found elsewhere in this report. The project and project elements should be implemented as proposed in this study. The improvements, once completed, will provide a benefit to the properties served. SCHEDULE: The water main cleaning and lining would be included with the existing City of Minneapolis annual program. Project construction is scheduled to begin in mid- summer of 2016, with substantial completion occurring in the early fall of 2016. Council receives Feasibility Report and orders Public Improvement Project May 9, 2016 Bid Opening (Minneapolis ) Public Informational Meeting June 2016 Begin Construction July 2016 Construction Completed September 2016 FINANCING: Financing would be 100% Water Construction Fund for the cleaning and lining of the main line and assessments for water service repairs. 2016 Water Main Cleaning and Lining The estimated construction costs for the 2016 Cleaning and Lining project are as follows: 4,834 Lineal Feet: $315,000. 47 Water Curb Stop Repair(s) The estimated construction costs for the 2016 curb stop repairs are as follows: Curb Box Repair (each): $ 1,080 Replace Curb Box and Stop (each): $ 1,320 Move Curb Box and Stop (each): $ 1,500 ASSESSMENT: The assessment will be based on a per service basis, based upon the actual cost to repair the individual water service. 48 Diagram 1 PRINATE WATER SERVICE Curb Box Lid House Foundation Curb Bo= Water ?tleterJ L; Entrance Vah-e I Copper Pipe Curb Stop Corporation Stop Water Service Main el Saddle 5 49 IN 0 --7,z - G J, B.nSSaad HDIH 88r)SS3Ud MOIl IL L- __J -7, II z4om `1 Io o o Lu �Q E CU :3 C � CL Ji (D ,5- E LU C6 C6 0 :3 y _J 0 L) C.) _J _j wz 0 v �� z4om `1 Io o o Lu �Q E CU :3 C � CL Ji (D ,5- E L, LL C6 C6 y _J _j wz 0 Ln z z4om `1 Io o o Lu �Q E CU :3 C � CL Ji (D C,i COLUMBIA HEIGHTS AGENDA SECTION CONSENT ITEM NO. 7H MEETING DATE May 9, 2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Market Wage Adjustments for Facility Maintenance Supervisor, Assistant Fire Chief, Assistant City Engineer, and Police Captain DEPARTMENT: Administration CITY MANAGER'S APPROVAL ;,�I BY /DATE: Kelli Bourgeois; 5/6/16 BY /DATE: 'SlIxIt6 BACKGROUND: It has come to my attention that there are four positions in the City which are in need of market based wage adjustments. These positions are: Facilities Maintenance Supervisor, Police Captain, Assistant Fire Chief, and Assistant City Engineer. Staff has made this determination by running comparisons within the League of MN Cities Salary Survey and in reviewing recent job postings for similar positions. Facility Maintenance Supervisor An adjustment to the current wage range of $4,135 — 4,699 per month to the following wage scale: Entry 6 Months 1 Year 2 Year 3 Year Month: $5,686 $5,922 $6,169 $6,426 $6,694 Assistant City Engineer An adjustment to the current wage range of $6425 — 7301 per month to the following wage scale: Entry 6 Months 1 Year 2 Year 3 Year Month: $6,758 $7,029 $7,310 $7,602 $7,906 Assistant Fire Chief An adjustment to the current wage range of $6425 — 7301 per month to the following wage scale: Entry 6 Months 1 Year 2 Year 3 Year Month: $6,758 $7,029 $7,310 $7,602 $7,906 Police Captain An adjustment to the current wage range of $6892 — 7832 per month to the following wage scale: Entry 6 Months 1 Year 2 Year 3 Year Month: $7,058 $7,369 $7,693 $8,032 $8,385 STAFF RECOMMENDATION: Based on these comparisons and job postings, staff recommends the City Council make the above adjustments effective June 1, 2016. 1 have spoken with each Division Head about their respective position adjustment and all are in favor of the adjustment and feel they can accommodate the adjustment within their existing 2016 budget. RECOMMENDED MOTION(S): Recommended Motion to approve the Market Wage Adjustments for the Facility Maintenance Supervisor, Assistant Fire Chief, Assistant City Engineer, and Police Captain effective June 1, 2016. 51 2016 Market Adjustment Council Memo 0 CH COLUMBIA HEIGHTS AGENDA SECTION Consent ITEM NO. 7I MEETING DATE 05 -09 -2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Cable Equipment Upgrades and System Maintenance Agreement with Marco DEPARTMENT: Administration CITY MANAGER'S APPROVAL:,K" BY /DATE: Kelli Bourgeois; 5/6/16 BY /DATE: 5(l,(1U BACKGROUND: In the 2016 Cable Budget $16,700 was budgeted for software and equipment upgrades including online application software and hardware upgrades to the cable system to eliminate the Windows XP platform and take care of some technical issues we continue to experience in our cable recording and broadcasting. The pricing for the SD hardware and installation is $25,225. The hardware would be purchased through Marco who is a state contract vendor and their quote is attached. In addition to the hardware, the 2016 budget also included quarterly technical support for the hardware and the City's existing software. The Marco quote also includes 16 hours of technical support plus travel time for a cost of $4,380. STAFF RECOMMENDATION: Staff is requesting authorization to purchase the necessary SD hardware listed in the Marco quote for a price of $25,225 and to enter into a System Maintenance Agreement with Marco for 16 hours of technical support and travel for an amount of $4,380. RECOMMENDED MOTION(S): Move to approve the purchase of equipment as proposed in Marco Proposal # MARQ124687 -04 upgrading cable equipment for a total amount of $25,225.00 and entering into a Service Maintenance Agreement with Marco for an amount not to exceed $4,380.00. 52 2016 Cable Purchase Council Memo Date Proposal # 03/28/16 M Voice: 800.892.8548 1 Fax: 800.847.3087 Client: CITY OF COLUMBIA HEIGHTS For any questions on this quote, please contact either: KELLI BOURGEOIS Rolene Owens Gene Granberg 590 NE 40TH AVE 651.634.6182 651.288.6958 rolene.owens @marconet.com geneg @marconet.com COLUMBIA HEIGHTS, MN 55421 USA Phone: 763 706 3609 Email: kelli. bourgeois @ci.columbia - heights.mn.us Ship To: LKAY I CableCast and Carousel Upgrade Options 1 System Maintenance Agreement $4,380.00 $4,380.00 (16) Hours of on -site training or installation assistance. Scheduled on a quarterly basis. (4) Hours Travel Update Hardware Currently on XP: 1 Upgrade CG250 to CBL -CG330 -SDI $4,000.00 $4,000.00 1 Upgrade Bundle to CBL -CG330 -SDI $4,000.00 $4,000.00 1 Upgrade SXLE to CBL -SX2 (SD) $16,000.00 $16,000.00 1 Installation Services $1,225.00 $1,225.00 Materials ❑ Check if replacing existing product Client Signature Date Tax and /or shipping may be charged where applicable. Product listed above is subject to technical review and approval. Prices quoted are subject to change and should be verified before placing your order. Warranty Your equipment is covered by its respective manufacturer warranties. Please consult the warranty documentation that accompanies the product for details. Any charges from the manufacturer are the sole responsibility of the customer (including, but not limited to, shipping, travel and /or labor charges). Marco can provide assistance with the processing of these warranties for a processing fee. Optional contracts or warranty enhancements are available for an additional fee at the time of purchase. Returns Upon receipt of merchandise, make sure specifications are correct before opening or marking merchandise. - Request to return the UNOPENED merchandise within fifteen (15) days. - Product must be returned in the original undamaged /unmarked box. - Recognize that special or custom orders are non - returnable. - Merchandise can be subject to restock fees and /or denial of return. -For our Complete Return Policy, please go to www.marconet.com and click on Support e 1 ro'po a Payment Terms Payment terms are net 15 days from date of invoice. For orders over $25,000, we require twenty -five percent down at time of order with remainder due upon completion. 2 of 2 CHCOLUMBIA HEIGHTS AGENDA SECTION CONSENT ITEM NO. 7J MEETING DATE MAY 9, 2016 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Annual declaration that the City of Columbia Heights does NOT waive the monetary limits on the Municipal Tort Liability under Minnesota Statues, Section 466.04. DEPARTMENT: Finance CITY MANAGER'S APPROVAL: Ap--6 BY /DATE: Joseph Kloiber BY /DATE: May 4, 2016 s1�,(I� BACKGROUND: For many years, the City has purchased substantially all of its property and liability insurance from the League of Minnesota Cities Insurance Trust (LMCIT). Staff is currently preparing the renewal application for this policy for the period June 1, 2016 through May 31, 2017. When providing liability insurance to member cities, the LMCIT has always required that member cities document whether or not they waive the tort liability limits established for municipalities by Minnesota Statutes, Section 466.04. Previously, this action only had to be taken once. Beginning in 2015, the LMCIT requires member cities to document this decision annually as a condition of renewing the insurance policy. The tort liability limits established by Minnesota Statutes, Section 466.04, cap the dollar amount that the City could be liable for under certain types of liability claims. Waiving the limits would not provide any additional protection to the City or its taxpayers. Waiving the limits only increases the potential benefits for claimants. Staff estimates that waiving the limits would increase annual premiums by approximately $15,000. The City's insurance agent, Brian Lundquist of Nesbit Agencies, advises that no Minnesota city currently waives these limits. RECOMMENDED MOTION(S): Move to declare that the City of Columbia Heights does NOT waive the monetary limits on municipal tort liability under Minnesota Statutes, section 466.04. ATTACHMENTS: Liability Coverage — Waiver Form 4'�j U LEAGUE OF [MINNESOTA CITIES CONNECTING & INNOVATING SINCE 1913 LIABILITY COVERAGE - WAIVER FORM LMCIT members purchasing coverage must complete and return this form to LMCIT before the effective date of the coverage. Please return the completed form to your underwriter or email to pstech @lmc.org This decision must be made by the member's governing body every year. You may also wish to discuss these issues with your attorney. League of Minnesota Cities Insurance Trust (LMCIT) members that obtain liability coverage from LMCIT must decide whether to waive the statutory tort liability limits to the extent of the coverage purchased. The decision has the following effects: If the member does not waive the statutory tort limits, an individual claimant would be able to recover no more than $500,000 on any claim to which the statutory tort limits apply. The total all claimants would be able to recover for a single occurrence to which the statutory tort limits apply would be limited to $1,500,000. These statutory tort limits apply regardless of whether the city purchases the optional excess liability coverage. If the member waives the statutory tort limits and does not purchase excess liability coverage, a single claimant could potentially recover up to $2,000,000 for a single occurrence. (Under this option, the tort cap liability limits are waived to the extent of the member's liability coverage limits, and the LMCIT per occurrence limit is $2 million.) The total all claimants would be able to recover for a single occurrence to which the statutory tort limits apply would also be limited to $2,000,000, regardless of the number of claimants. If the member waives the statutory tort limits and purchases excess liability coverage, a single claimant could potentially recover an amount up to the limit of the coverage purchased. The total all claimants would be able to recover for a single occurrence to which the statutory tort limits apply would also be limited to the amount of coverage purchased, regardless of the number of claimants. Claims to which the statutory municipal tort limits do not apply are not affected by this decision. LMCIT Member Name Check one: ❑ The member DOES NOT WAIVE the monetary limits on municipal tort liability established by Minnesota Statutes, Section 466.04. ❑ The member WAIVES the monetary limits on municipal tort liability established by Minnesota Statutes, Section 466.04 to the extent of the limits of the liability coverage obtained from LMCIT. Date of city council /governing body meeting Signatu 145 UNIVERSITY AVE. WEST ST. PAUL, MN 55103 -2044 Position rHONE (651) 281 -1200 FAx: (01) 281 -1299 TOLL FnEE: (800) 925 -1122 wia: ww�"C oRc 0 COLUMBIA HEIGHTS AGENDA SECTION CONSENT AGENDA ITEM NO. 7K MEETING DATE MAY 4 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: LICENSE AGENDA DEPARTMENT: Community Development CITY MANAGER'S APPROVAL:cf� b)N� BY /Date: May 9, 2016 BY /Date: --6� lof l to BACKGROUND /ANALYSIS Attached is the business license agenda for the May 9, 2016 Council meeting. This agenda consists of applications for 2016 Contractor Licenses and a Motor Vehicle Sales License. At the top of the license agenda you will notice a phrase stating *Signed Waiver Form Accompanied Application. This means that the data privacy form has been submitted as required. If not submitted, certain information cannot be released to the public. RECOMMENDED MOTION: Move to approve the items as listed on the business license agenda for May 9, 2016 as presented. 57 May 9, 2016 lic agenda City of Columbia Heights - Council Letter TO CITY COUNCIL April 25, 2016 *Signed Waiver Form Accompanied Application CONTRACTOR'S LICENSES -2016 BLDG *Citywide Plumbing LLC Freedom Htg & AC *Metro Utilities *J Gadtke Plumbing Inc *Urban Pine PL & Htg Central Roofing Co G.V. Htg & Air *Eagle Ridge Plumbing *Acme Awning Co 3318 167th Ln NW, Andover 724 A Harding St NE, Mpls 9656 161St Ave NW, Elk River 11245 Xylon Ave N, Champlin 815 Iglehart Ave, St Paul 4550 Main St, Mpls 5182 W Broadway, Crystal E7899 1020th Ave, Colfax, WI 3206 Bloomington Ave, Mpls MOTOR VEHICLE SALES LIC *Jeff's Bobby & Steves 3701 Central Ave $60 $60 $60 $60 $60 $60 $60 $60 $60 $300 58 Page 2 W rn z C) z 0 h V W z w c7 w H Q O C7 z� w w W C) N ca LL O 0 z F— W W J U z D O U a Z' Q W_ O z z z Q J L.L LL O O O i LL z O Q D i O Y U � a) N U = a) C E a) E O OU U a) L Q cn a) E a) U O O D U) t (D O w a -r •> g ca � � J � U 0 LL U O U ~ a) U -q a) M W W w� cn r cn M A ,a) N 63 4— U �O- O f� � O) N (n O a) (6 E -0 O t0 O a) c c � -C N = "= 0) f6 U c� m x O a) O O a) m N > = , m CD > N N C mC L U C O Q Q E a) O L m U) 0 m U) w * * * p � a c9 a * * H a * * a U) > x> O * * a <U * * U>f H Gp N * i N O * * H O a * * a, i aoo * * U O o U > * * N w U) Ox * * C lO O o C) * * o Ln w * * a > O LO * f H (.9 C9 * H U * * N a l0 * cy) a * * H l0 * * * * p rl U * * U) (13 U) * * * * * * H Qa * * a si si 4l u s4 sa si �4 �4 u N �4 si N W * * * * * .0 4 4 4 ,C 4 .0 4 .0 ,C 4 ,C ,C ,C * * H H * OOOO* U N z 0>4 i4 * * %. 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DEPARTMENT: Community Development CITY MANAGER'S APPROVAL BY /DATE: Elizabeth Holmbeck, May 4th, 2016 BY /DATE: S1 b /11, BACKGROUND: This past November, the City Council voted to approve Emergency Interim Ordinance No. 1622, imposing a moratorium on all auto related uses throughout the City of Columbia Heights for 6 months (180 days). The moratorium was approved to allow for City staff to study the need for changes to the City's Zoning Code as it relates to auto uses. Staff is proposing Ordinance No. 1626, which includes changes to the City's Zoning Code that would restrict where auto uses and government maintenance facilities can locate, define motor vehicle parts stores, include motorcycle related uses, and require a minimum lot size for new auto related development. The proposed Ordinance would disallow any new auto uses and government maintenance facilities in the Central Business Zoning District, and require that any new auto related development (excluding motor vehicle parts stores) be located on a lot with a minimum size of one acre in all other applicable districts. The proposed Ordinance requires two public hearing readings. The first reading was held on April 25th, 2016, and the City Council approved the Ordinance on first consideration. Lastly, the proposed Ordinance, if approved, is required to be published in the paper after approval. However, since the Ordinance is lengthy, we will be publishing a summary of the Ordinance. The summary must be approved by the City Council before staff can send it to the paper to be published. Attached for you to review is the Summary of Ordinance No. 1626. A motion has been added to the recommended motions section of this Council Letter, approving this summary. Below I have a brief summary of each of the sections in the proposed Ordinance. In the attached Ordinance No. 1626, the proposed changes are underlined and highlighted in red. Section 1: (9.103 Definitions) • Creates a definition for motor vehicle parts stores and disallows the use to locate in the Central Business Zoning District. Section 2: (9.107 Specific Development Standards) • Requires that any new automobile convenience facility be located on a minimum of one acre in applicable districts. • Motorcycle repair is added to the major and minor automobile repair, specific development standards. • Automobile and motorcycle repair must be located on a minimum of one acre of land. • Motorcycle sales and rental is added to the new and used automobile sales /rental specific development standards. • Automobile and motorcycle sales and rental uses must be located on a minimum of one acre of land. 67 May 9, 2016 City Council Meeting City of Columbia Heights - Council Letter Section 3: (4.110 Commercial Districts) • Motorcycle repair is added as a permitted use in the General Business Zoning District. • Motor vehicle parts stores are added as a permitted use in the General Business Zoning District. • Motorcycle sales and rental (new and used) is added as a Conditional Use in the General Business Zoning District. • New minor automobile repair is disallowed in the Central Business Zoning District. • New government maintenance facilities are disallowed in the Central Business Zoning District, Page 2 Section 4: (9.111 Industrial Districts) • Motorcycle repair major and minor, is added as a permitted use in the Light Industrial Zoning District. • Motor vehicle parts stores are added as a permitted use in the Light Industrial Zoning District. • Motorcycle repair major and minor, is added as a permitted use in the General Industrial Zoning District. • Motor vehicle parts stores are added as a permitted use in the General Industrial Zoning District, STAFF RECOMMENDATION: Staff recommends approval of the proposed Ordinance No. 1626 and the Summary of Ordinance No. 1626 for Official Publication. RECOMMENDED MOTION(S): Motion: Waive the reading of Ordinance No. 1626, there being ample copies available to the public. Motion: Move to approve Ordinance No. 1626, amending City Code of 2005 relating to automotive related uses within the City of Columbia Heights. Motion: Move to approve the Summary of Ordinance No. 1626, for Official Publication. ATTACHMENTS: 1. Ordinance No. 1626 2. Summary of Ordinance No. 1626 for Official Publication 68 ORDINANCE NO. 1626 BEING AN ORDINANCE AMENDING CITY CODE OF 2005 RELATING TO AUTOMOTIVE RELATED USES WITHIN THE CITY OF COLUMBIA HEIGHTS The City of Columbia Heights does ordain: SECTION 1: § 9.103 DEFINITIONS. City Code of 2005, is proposed to include the following addition and shall hereafter read as follows, to wit: MOTOR VEHICLE PARTS STORE. Any building or premise used for the purpose of selling and storing any component, product or system of an automobile motorcycle or truck vehicle SECTION 2: § 9.107 SPECIFIC DEVELOPMENT STANDARDS. § 9.107 (3) City Code of 2005, is proposed to include the following addition and shall hereafter read as follows, to wit: (3) Automobile convenience facility. (a) The use shall be served by a major collector or higher functional classification of roadway. (b) All buildings, canopies and pump islands shall meet the setback requirements for a principal structure in the zoning district in which the use is located. (c) The storage of inoperable vehicles on the site is prohibited. (d) The sale or repair of vehicles shall be prohibited. (e) A landscape buffer with a minimum depth of ten feet shall be installed and maintained along all abutting public rights -of -way. (f) Canopy light fixtures shall be completely recessed within the canopy so that the lenses do not extend below the bottom surface of the canopy. (g) Wherever fuel pumps are installed, pump islands shall be installed. (h) A transportation management plan shall be submitted to address off- street parking, bus loading and unloading, traffic control, and the impact of the facility on surrounding roadways. 69 (i) An environmental management plan, including a storm water management and drainage plan, shall be submitted to address the impact of the facility on the environment. (j) The use shall employ best management practices regarding the venting of odors, gas and fumes. Such vents shall be located a minimum of ten feet above grade and shall be directed away from residential uses. All storage tanks shall be equipped with vapor- tight fittings to eliminate the escape of gas vapors. (k) There shall be no exterior display of merchandise for sale exceeding 50 square feet in area. (1) The premises, all adjacent streets, sidewalks and alleys, and all sidewalks and alleys within 100 feet of the use shall be inspected regularly for the purposes of removing any litter found thereon. (m) A minimum of two access points for vehicular traffic shall be provided. Curb cuts shall be located no less than 50 feet from the intersecting right -of -way line on collector roadways and no less than 80 feet from the intersecting right -of -way line on arterial roadways. jnj All new Automobile Convenience Facilities must be located on a minimum of one acre of land. § 9.107 (4) City Code of 2005, is proposed to include the following addition and shall hereafter read as follows, to wit: (4) Automobile and motorcycle repair, major. (a) All vehicles waiting for repair or pick -up shall be stored within an enclosed building or in designated off - street parking spaces. (b) All work shall be performed within a completely enclosed building. (c) All vehicles parked or stored on site shall display a current license plate with a current license tab. Outside storage of automobile and motorcyclf- parts or storage of inoperable or salvage vehicles shall be prohibited. 70 (d) The sale of vehicles shall be prohibited, unless permitted by this article or allowed by conditional use. (e) The use shall employ best management practices regarding the venting of odors, gas and fumes. Such vents shall be located a minimum of ten feet above grade and shall be directed away from, residential uses. All storage tanks shall be equipped with vapor - tight fittings to eliminate the escape of gas vapors. (f) An environmental management plan, including a storm water management and drainage plan, shall be submitted to address the impact of the facility on the environment. (g) Any fuel sales or automobile convenience activities shall be subject to the applicable standards for automobile convenience facilities. (h) All new Major Automobile and Motorcycle Repair facilities must be located on a minimum of one acre of land. § 9.107 (5) City Code of 2005, is proposed to include the following addition and shall hereafter read as follows, to wit: (5) Automobile and motorcycle repair, minor. (a) All vehicles waiting for repair or pick -up shall be stored within an enclosed building or in designated off - street parking spaces. (b) All work shall be performed within a completely enclosed building. (c) All vehicles parked or stored on site shall display a current license plate with a current license tab. Outside storage of automobile and motorcycle parts or storage of inoperable or salvage vehicles shall be prohibited. (d) The sale of vehicles shall be prohibited, unless permitted by this article or allowed by conditional use. 71 (e) The use shall employ best management practices regarding the venting of odors, gas and fumes. Such vents shall be located a minimum of ten feet above grade and shall be directed away from residential uses. All storage tanks shall be equipped with vapor - tight fittings to eliminate the escape of gas vapors. (f) An environmental management plan, including a storm water management and drainage plan, shall be submitted to address the impact of the facility on the environment. (g) Any fuel sales or automobile convenience activities shall be subject to the applicable standards for automobile convenience facilities. All new Minor Automobile and Motorcycle Repair facilities must be located on a minimum of one acre of land. § 9.107 (6) City Code of 2005, is proposed to include the following addition and shall hereafter read as follows, to wit: (6) Automobile and motorcycle sales /rental, new. (a) The use shall be served by a major collector or higher classification of roadway. (b) Outdoor vehicle display for used cars and motorcycles shall be limited to 30% of the total outdoor display area for a new car or motorcycle dealership. The display area shall be defined as the total number of parking spaces devoted to the sale of vehicles only, not including the required off - street parking spaces needed for the public and employees. (c) Outdoor vehicle display areas shall meet the setback requirements for a principal structure in the zoning district in which the use is located. (d) Outdoor vehicle display areas within the public right -of -way are prohibited. (e) A landscape buffer with a minimum depth of ten feet shall be installed and maintained along all abutting public rights -of -way. (f) Outdoor vehicle display shall be within a designated area that is hard - surfaced. 72 (g) Outdoor vehicle display shall be in an orderly fashion, with access aisles provided as needed. The storage of inoperable, junk vehicles with expired tabs is prohibited. (h) Music or amplified sounds shall not be audible from adjacent residential properties. (i) Outdoor vehicle display shall not reduce the amount of off - street parking provided on site below the level required for the principal use. (j) An appropriate transition area between the use and adjacent property shall be provided by landscaping, screening or other site improvements consistent with the character of the neighborhood. (k) Fuel pumps for the purpose of retail sale and dispensing of fuel to the general public shall be prohibited. If the use includes dispensing of fuel for the automobiles maintained on site, the use shall employ best management practices regarding the venting of odors, gas and fumes. Such vents shall be located a minimum of ten feet above grade and shall be directed away from residential uses. All storage tanks shall be equipped with vapor - tight fittings to eliminate the escape of gas vapors. ll All new Automobile and Motorcycle Sales /Rental, (new) facilities must be located on a minimum of one acre of land. § 9.107 (7) City Code of 2005, is proposed to include the following addition and shall hereafter read as follows, to wit: (7) Automobile and motorcycle sales /rental, used. (a) The use shall be served by a major collector or higher classification or roadway. (b) An open -aired used auto, motorcycle and truck sales or rental lot as a stand -alone business is prohibited. (c) Used automobiles and motorcycles may be sold or rented as a stand -alone business if the business if the used automobiles, motorcycles and associated businesses are contained within a building. (d) Used automobiles and motorcycle,, may not be sold accessory to businesses other than new car and motorcycle dealerships. (e) Outdoor vehicle display areas within the public right -of -way are prohibited. 73 (f) A landscape buffer with a minimum depth of ten feet shall be installed and maintained along all abutting public rights -of -way. (g) The outdoor storage of inoperable, junk vehicles and vehicles with expired tabs is prohibited. (h) Music or amplified sounds shall not be audible from adjacent residential properties. (i) An appropriate transition area between the use and adjacent property shall be provided by landscaping, screening or other site improvements consistent with the character of the neighborhood. (j) Fuel pumps for the purpose of retail sale and dispensing of fuel to the general public shall be prohibited. If the use included dispensing of fuel for the automobiles maintained on site, the use shall employ best management practices regarding the venting of odors, gas, and fumes. Such vents shall be located a minimum of ten feet above grade and shall be directed away from residential uses. All storage tanks shall be equipped with vapor -tight fittings to eliminate the escape of gas vapors. L All new Automobile and Motorcycle Sales /Rental (used) facilities must be located on a minimum of one acre of land. SECTION 3 § 9.110 COMMERCIAL DISTRICTS Chapter 9.110, (E) (2), City Code of 2005, is proposed to include the following addition and shall hereafter read as follows, to wit: (2) Permitted uses. Except as specifically limited herein, the following uses are permitted within the GB, General Business District: (a) Community center. (b) Government office. (c) Government protective service facility. (d) Public park and /or playground. (e) Recreational facility, indoor. (f) Recreational facility, outdoor. (g) School, vocational or business. (h) School, performing /visual /martial arts. (i) Auditorium /place of assembly. (j) Automobile convenience facility. 74 (k) Automobile .end motorcycle: repair, minor. (1) Banquet hall. (m) Billiards hall. (n) Bowling alley. (o) Car wash. (p) Clinic, medical or dental. (q) Clinic, veterinary. (r) Day care facility, adult or child. (s) Financial institution. (t) Food service, convenience (fast food). (u) Food service, limited (coffee shop /deli). (v) Food service, full service (restaurant /nightclub). (w) Funeral home. (x) Greenhouse /garden center. (y) Health or fitness club. (z) Hotel /motel. (aa) Laboratory, medical. (bb) Liquor store, off -sale. (cc) Museum or gallery. (d d) Office. (e e) Retail sales. (ff) Service, professional. (gg) Shopping center. (hh) Studio, professional. (ii) Studio, radio and television. (jj) Theater, live performance. (kk) Theater, movie. (11) Motor vehicle parts store, Chapter 9.110, (E) (3), City Code of 2005, is proposed to include the following addition and shall hereafter read as follows, to wit: (3) Conditional uses. Except as specifically limited herein, the following uses may be allowed in the GB, General Business District, subject to the regulations set forth for conditional uses in § 9.104, Administration and Enforcement, and the regulations for specific uses set forth in § 9.107, Specific Development Standards: (a) Government maintenance facility. (b) Arcade. (c) Automobile and motorcycle. sales /rental, new. (d) Automobile Arid motorcyclE sales, used (in building). (e) Recreational vehicle sales, new. (f) Recreational vehicle sales, used (in building). (g) Firearms dealer /shooting range. 75 (h) Hospital. (i) Outdoor sales or display, (j) Outdoor storage. (k) Parking ramp. (1) Assembly, manufacturing and /or processing. (m) Printing and /or publishing. (n) Consignment /secondhand store. (o) Club or lodge. (p) Currency exchange. (q) Pawnshop. (r) Drop -in facility. (s) Fences greater than six feet in height. (t) Animal kennel and /or shelter. (u) Precious metal dealerships. Chapter 9.110, (F) (3) (c), City Code of 2005, as it currently reads, is hereby amended as follows: (3) Conditional uses. Except as specifically limited herein, the following uses may be allowed in the CBD, Central Business District, subject to the regulations set forth for conditional uses in §9.104, Administration and Enforcement, and the regulations for specific uses set forth in § 9.107, Specific Development Standards: (b) Arcade. 4i (d) Outdoor sales and /or display. (e) Outdoor storage. (f) Parking ramp. (g) Club or lodge. (h) Fences greater than six feet in height. Chapter 9.110, (F) (3), City Code of 2005, shall hereafter read as follows, to wit: (3) Conditional uses. Except as specifically limited herein, the following uses may be allowed in the CBD, Central Business District, subject to the regulations set forth for conditional uses in § 9.104, Administration and Enforcement, and the regulations for specific uses set forth in § 9.107, Specific Development Standards: 76 (a) Arcade. (b) Outdoor sales and /or display. (c) Outdoor storage. (d) Parking ramp. (e) Club or lodge. (f) Fences greater than six feet in height. SECTION 4: § 9.111 INDUSTRIAL DISTRICTS Chapter 9, Article I, Section 9.111 (D) (2), City Code of 2005, is proposed to include the following addition and shall hereafter read as follows, to wit: (2) Permitted uses. Except as specifically limited herein, the following uses are permitted within the 1 -1, Light Industrial District: (a) Community center. (b) Government office. (c) Government maintenance facility. (d) Government protective service facility. (e) Public park and /or playground. (f) Recreational facility, indoor. (g) Recreational facility, outdoor. (h) Automobile and motorcycle repair, major. (i) Automobile and motorcycle repair, minor. (j) Laboratory, medical. (k) Office. (1) Studio, radio or television. (m) Assembly, manufacturing and /or processing. (n) Freight terminal. (o) Maintenance facility. (p) Office /showroom. (q) Office /warehouse. (r) Printing and /or publishing. (s) Self- service storage facility. (t) Warehousing and /or distribution. (u) Pawnshops. (v) Tattoo shops. (w) Body piercing shops. (x) Motor vehicle parts store. 77 Chapter 9.111, (E) (2), City Code of 2005, is proposed to include the following addition and shall hereafter read as follows, to wit: (2) Permitted uses. Except as specifically limited herein, the following uses are permitted within the 1 -2, General Industrial District: (a) Community center. (b) Government office. (c) Government maintenance facility. (d) Government protective service facility. (e) Public park and /or playground. (f) Recreational facility, indoor. (g) Recreational facility, outdoor. (h) Automobile and rnocurcvcit2 repair, major. (i) Automobile and motorcycle repair, minor. (j) Laboratory, medical. (k) Office. (1) Studio, radio or television. (m) Assembly, manufacturing and /or processing. (n) Freight terminal. (o) Maintenance facility. (p) Office /showroom. (q) Office /warehouse. (r) Printing and /or publishing. (s) Self- service storage facility. (t) Warehousing and /or distribution. (u) Pawnshops. (v) Tattoo shops. (w) Body piercing shops. L) Motor vehicle parts store. 78 SECTION 5: This Ordinance shall be in full force and effect from and after 30 days after its passage. First reading: Offered by: Seconded by: Roll call: Second Reading: Offered by: Seconded by: Roll Call: Date of Passage: Gary L. Peterson, Mayor Attest: Katie Bruno, City Clerk /Council Secretary 79 ORDINANCE NO. 1626 BEING AN ORDINANCE AMENDING CITY CODE OF 2005 RELATING TO AUTOMOTIVE RELATED USES WITHIN THE CITY OF COLUMBIA HEIGHTS SUMMARY OF ORDINANCE NO. 1626 The purpose of this Ordinance is to promote the public health, safety, and general welfare by limiting the number of automotive and motorcycle related uses within the City of Columbia Heights. This Ordinance restricts where auto uses and government maintenance facilities can locate, creates a definition for Motor Vehicle Parts Stores, adds motorcycle repair, sales and rental as a permitted use in certain districts, and requires a minimum lot size of one acre for all new Automobile Convenience Facilities, all new Major and Minor Automobile and Motorcycle Repair Facilities, and all new and used Automobile and Motorcycle Sales /Rental facilities. This is a summary of Ordinance No. 1626. A printed copy of the entire text of the Ordinance is available for inspection by any person during regular office hours at the office of the City Planner, or by standard or electronic mail. Ordinance No. 1626 was adopted by the City Council of Columbia Heights on May 9, 2016. Attest: Mayor Gary L. Peterson Katie Bruno, City Clerk /Council Secretary 80 CH COLUMBIA HEIGHTS AGENDA SECTION BUSINESS ITEMS ITEM NO. 9C MEETING DATE MAY 9, 2016 CITY OF COLUMBIA HEIGHTS - CITY COUNCIL ITEM: Website Redesign Provider Authorization DEPARTMENT: Community Development CITY MANAGER'S APPROVALS =�t) BY /DATE: Keith M Dahl, May 3, 2016 BY /DATE: BACKGROUND: March 2016, City Council approved Resolution 2016 -19, a resolution that amended the 2016 budget appropriating additional funds in the amount of $25,000 to the Cable Television Fund 225. The budget amendment was approved for the purpose of redesigning the City's outdated website, but also to incorporate the City's new identity and logo. Upon approval of the budget amendment, staff convened a small Steering Committee made up of the City Clerk, the Community Development Director, the Economic Development Manager, the Assistant IS Director, Police IS Support staff, and the Library Clerk to help guide the City request, review, and implement a redesigned website. Two website redesign proposals were received from CivicPlus and Revize, both of which are governmental web development specialists. After reviewing both proposals, the Committee determined a content management tutorial would be beneficial by Revize to equally compare both proposals since the City's website is currently powered by CivicPlus. Invitations were extended to all City departmental staff that regularly use, update, and edit content on the City's website as these individuals will be impacted the most by a website redesign. Seven City staff members attended the tutorial session with representatives from the Police, Fire, Park & Recreation, Community Development, Information Services, Administration and Finance departments. The Committee gathered their thoughts and opinions for both web providers' content management systems. After much discussion and review, the Committee has selected Revize as the preferred web development specialist. Over the past 20 years, Revize has established itself as one of country's most highly respected governmental web development and user friendly content management specialist. With Revize's affordable, award winning, patented website software, our City will not only have a refreshed website, but City staff will find it easy to use, update, and edit. Revize's low quote was a five year contract in the amount of $23,435 for the first year and a fixed annual payment of $3,950 for the following four years, plus a free website redesign at the end of the fourth year. The proposed timeline Revize submitted anticipates a redesigned website will go live within 15 -17 weeks from the initial design meeting. If everything goes to plan, a new website could go live mid to late September of this year. A copy of Revize's proposal is hereto attached. STAFF RECOMMENDATION: Through a Web Service Sales Agreement, staff recommends authorizing Revize Government Websites to redesign the City's existing website based upon their low contract bid for five years, their exceptional design quality, and their user friendly content management interface. City of Columbia Heights - CC Letter 81 City of Columbia Heights - Council Letter Page 2 RECOMMENDED MOTION(S): Motion: Move to authorize and award the contract for the City's website redesign to Revize Government Websites; and furthermore, to authorize the City Manager to enter into a web service sales agreement. ATTACHMENTS: 1. Revize's Website Redesign Proposal 2. Web Services Sales Agreement 82 Proposal for the Columbia Heights, MN Revile A Proposal fc,r The City of Columbia Heights, Minnesota Completely new. Completely amazing. GENESEE COUNTY Doug Cunningham Revize Government Websites 1890 Crooks Rd, Troy, hf1 -48084 Phone: 24- 8- 269 -9263 x20 Fax. 866 - 346.8880 www.revize.com 03/17/16 Pricing good for 30 days © 2016 Revize Software Systems. All Rights Reserved Page 1 of 56 83 Proposal for the Columbia Heights, MN Dear Keith, Thank you for considering Revize as your web development partner. For nearly two decades, Revize has been a leader in providing affordable, government - compliant web solutions. We have earned many industry awards and hundreds of satisfied clients as a testament to the quality and value of our work. Every member of the Revize team understands that your website is more than just a website. It's a valuable resource that can help you build a better community. Visitors are drawn to websites that are appealing, highly functional, user friendly with a plethora of services, and accessible on a wide range of devices. A Revize website will allow your residents and businesses to easily fill out and submit documents, review and pay bills and taxes, perform searches to answer frequently asked questions and perform a suite of other tasks that would otherwise require staff assistance. Revize website will also enable you to increase staff productivity and decrease costs by reducing off -line departmental operations. Our innovative solutions are custom designed to meet the needs of each individual client. We will work closely with you to design and develop a dynamic, functional and easy to navigate website that will perfectly fit your community. Then we empower you to control your digital presence with the industry's best administrative management applications. Revize training ensures that your team has the skills needed to expertly update and manage website content and delivery. Government clients select Revize because we can help them: • Effectively engage residents. • Enhance their web presence and build an online communications center. • Empower non - technical web content editors and administrators to easily execute changes. • Implement a scalable solution that allows them to affordably grow their web presence for the long term. Revize Websites build engagement with your constituents. We have worked hard to establish a reputation for creating online community websites that engage, inform, and increase participation of your community. With our help, your community's website can serve your residents better, inspire them more, and get them actively involved. Please contact me if you have any questions at all. Sincerely, Doug Cunningham Senior Sales Executive 248 - 269 -9263 x20 Doug(a)-revize.com © 2016 Revize Software Systems. All Rights Reserved Page 2 of 56 84 Proposal for the Columbia Heights, MN Table of Contents Table of Contents 3 Executive Summary 5 About Us: 5 Our Innovative Responsive Web Design (RWD) and Web Apps: 5 Our Award - Winning Government CMS: 6 Quick Deployment, Personalized Training and Support: 6 Company Profile 7 Revize Organization Chart 8 Why Choose Revize? 9 Top Ten Reasons Why Revize gives you the Greatest Value! 10 Awards & Accolades 11 The Revize Solution 13 Project Planning and Setup 13 The Revize Eight - Steps and Go Live! 14 Project Timeline 14 Phase 1: Initial Meeting, Communication Strategy, SOW 16 Phase 2: Discovery & Design 16 Phase 3: Template Development, CMS Integration 21 Phase 4: CMS Modules Setup 21 Phase 5: Custom Functionality Development 21 Phase 6: Quality Assurance Testing 22 Phase 7: Content Development / Content Migration 22 Phase 8: Training Your Staff (in- person or web based training) 22 Final Phase: You Go Live! 24 Marketing & Ongoing Consultation: 24 Search Engine Registration and Marketing: 24 Training, Technical Support & Hosting 25 Service Level Assurance 25 Unlimited Technical Support 25 Hosting Service 27 Security 27 Security Controls and Protocols 28 Application Security Authentication 28 Revize Technology Architecture 29 Revize Project Team 30 C 2016 Revize Software Systems. All Rights Reserved Page 3 of 56 85 Proposal for the Columbia Heights, MN Revize Government CMS User Interface 33 Government Account References 35 Government Project Experience 36 Revize Quote 38 Following Applications & Features will be integrated into Your Website Project 38 Revize Support Includes: 41 Citizen's Communication Center Apps 42 Citizen's Engagement Center Apps: 49 Staff Productivity Apps 52 Site Admin & Security Apps 54 Mobile Device and Accessibility Apps 56 C 2016 Revize Software Systems. All Rights Reserved Page 4 of 56 86 Proposal for the Columbia Heights, MN Executive Summary Thank you for considering Revize Software Systems for your new website project. We understand the importance of this undertaking and know how motivated your government/community is to selecting the right vendor; one who will work with you through all the steps required to build the perfect website featuring a plethora of high quality online services that your constituents will want to use regularly. In more than two decades of working with government leaders, as well as through nationwide surveys, we have learned that the key to choosing a website vendor is finding the right balance between the total cost of the solution and the quality of the design, online apps and user functionality. In simpler terms, you need a solution that works for you and serves your constituents. About Us: With more than 1200 municipal clients nationwide, Revize Software Systems is one of the industry's eminent providers. We credit our rapid growth to our 20 -year track record of building award - winning government websites and content management systems. When you work with Revize, you're not just a client, you become part of the Revize family and will receive the service and support you need and expect! We are among the most highly respected government website experts in the United States and we proudly stand by our work. Our Innovative Responsive Web Design (RWD) and Web Apps: Revize has been a pioneer in implementing the latest trends in design by using Responsive Web Design (RWD). This technology ensures that site visitors have an optimal viewing experience — easy reading and navigation with a minimum of resizing, panning, and scrolling — across a wide range of devices, from desktop monitors to mobile phones. RWD provides flexible and fluid website layouts that adapt to almost any screen. When you implement a dynamic new website powered by Revize, you will not only get an outstanding look, layout and navigation, but you also receive 24/7 access to our Government Communication Center for residents, business and visitors. Here you will find the communication tools you need such as: Public Service Request App Calendar of Events E- Notification Modules On -Line Payment Portal © 2016 Revize Software Systems. All Rights Reserved Page 5 of 56 87 Proposal for the Columbia Heights, MN Facilities Reservations News Center with Facebook/Twitter Integration Emergency Alerts Online Forms / Survey Tools E- Newsletter Applications Job Posting and Tracking Module Public Records Request Tracker Our Award - Winning Government CMS: Revize is renowned as a leader in providing practical, high - value, easy to use content management software Government CMS. This simple -to -use yet powerful solution enables clients to manage their online presence with high functionality and style. With applications such as an online document center, public service request app, public records request tracker, agendas and minutes, frequently asked questions and more, Revize ensures that our clients have the tools they need to make information and services available for website users at the click of a mouse. Quick Deployment, Personalized Training and Support: Revize addresses time concerns by completing websites in considerably less time than our competitors. And because our software is so easy to use, we are also able to effectively train our clients in less than half the time it takes our competitors. Our training program is customized based on each client's needs, and we provide hands on training the way you want it - either onsite or off site through web conferencing tools. We pride ourselves on the skills of our support staff, who are responsive, knowledgeable and helpful. Our online support portal is available 24X7X365 for issue tracking and management. We also provide phone and email support during regular business hours. © 2016 Revize Software Systems. All Rights Reserved Page 6 of 56 88 Proposal for the Columbia Heights, MN Company Profile Revile REVIZE, LLC FOUNDED: 1995 HEADQUARTERS: 1890 Crooks Road, Troy, MI 48084 PHONE: 248 - 269 -9263 WEB SITE: www.revize.com Revize Software Systems was founded in June, 1995 as a "new media" development company specializing in the creation of interactive web design, multimedia content delivered on CD -ROM, and video production. Since then, Revize has made an unsurpassed name for itself in the web /internet industry as the master of government website design, which remains our specialty. We now boast more than 1200 clients in North America and have created acclaimed website designs for hundreds of municipalities and counties, as well as government departments and agencies. In September, 1996 as the Internet was becoming a world -wide reality, Revize began developing a Web Content Management System (CMS) for the government market to enable non - technical contributors to quickly and easily update content on their websites. The result was the creation of our state -of- the -art Revize a -Gov CMS. Our mission has always been to enhance the communications of government organizations nationwide with their varied and valued audiences. This is based on our vision statement, which reads: The empowerment of people through simplified information management technologies. Focused exclusively on creative web design, government web apps and content management technologies, Revize continues to invest in its technology, continually adding new capabilities and features that manifest our vision. While many municipalities choose Revize to develop and cost - effectively manage their website content, clients also use Revize as an information - sharing platform. Our suite of Revize a -Gov web -based solutions has proven valuable as a powerful technology that empowers clients to build and maintain sophisticated web sites, all while using the Internet and internal I ntra nets/Extra nets to acquire, analyze, process, summarize and share information — ensuring that the right people always have the right information at the right time. We are proud of our award winning web designs, technologies, and continued innovations to build government centric modules and apps, web content management, training and support capabilities. We are especially proud of being recognized as one of the industry's top government website experts and innovators. We are committed to pursuing the continued evolution of all our services to provide increased value to our government clients. © 2016 Revize Software Systems. All Rights Reserved Page 7 of 56 89 Proposal for the Columbia Heights, MN Revize Organization Chart C4*•1 I W W SALES & MARKETING CTO DIRECTOR I ZQ'.O. 2 W 0 W SALES & MARKETING FINANCIAL SUPPORT WEB DEVELOPMENT WEB DESIGN SOFTWARE STAFF MANAGER MANAGER MANAGER MANAGER MANAGER © 2016 Revize Software Systems. All Rights Reserved Page 8 of 56 90 Proposal for the Columbia Heights, MN Why Choose Revize? We Have Government Specific Experience and Outstanding Client Testimonials You can rely on Revize and our 20 years of experience building and maintaining websites for municipal, county and government agencies of all sizes throughout North America, to deliver a customized site design that improves layout, navigation, usability and content. Using Revize ensures that your website will be reliable, W3C and ADA compliant, and allow for easy integration with existing or future web applications and third -party software. But there's no need to take our word for it -- we encourage you to peruse our massive file of testimonials from our many satisfied clients. We Will Build a Government Communication Center that Works for Your Community! The Revize website design, e -Gov CMS and interactive tool sets have been developed exclusively for our government clients to help them effectively communicate with their key target audiences such as residents, businesses and visitors. Some of our most popular website and e- Gov applications and modules include: a new and improved Online Calendar, the comprehensive Forms Center, our News Center with real -time social media connectivity, Emergency Alerts, E- Notifications, Citizen Request Tracker, Parks & Shelter Reservations System, Document Center, and Online Payment Portal. We Build Superior Technology into Every Website with CMS Performance & Reliability That's Second to None. What sets Revize apart from other companies? Revize's superior technical architecture, unsurpassed staff expertise and highly effective publishing engine provide our government clients with the most reliable website solutions in the industry today. By ensuring our client's data security and providing redundant server architecture and back -up data centers, Revize has a nearly 100% up -time rate. Plus, our clients never have to worry about data loss or data corruption because of our instantaneous back -up process and our data center's tape back -up processes. Revize believes that investing a higher percentage of our profits into our technology and security makes us the best choice for the short and long term for governments seeking the best value for their community's website. We Always Provide Knowledgeable, Friendly and Responsive Service! All this, and a reliable IT partner too! Our website development is superior, and our a -Gov CMS and suite of online apps is easy to learn and administer, but our 24/7 technical support will also be there for you to help you get over the hurdles! Our technical support team is widely considered to be among the industry's best. We also provide a sophisticated backup infrastructure which © 2016 Revize Software Systems. All Rights Reserved Page 9 of 56 91 Proposal for the Columbia Heights, MN allows us to guarantee 99% percent uptime. Plus, you will get regular updates and improvements to ensure that your site will remain current with industry standards and keep running smoothly for years to come. The Client Owns the CMS License and the Code We often hear the question: "What happens if we want to move the website to another vendor? Do we lose all access or any of our website data ?" The answer is 100% no! As our client, you own the template source code and any data that you put onto the website. We understand that clients may come and they go, but we always make sure they know they are just as important to us at the end of our tenure as they were at the beginning. If you decide to run the CMS in your own server, we can transfer the CMS license and software to your server as you own the license and you can run it from your server as long as you want. Top Ten Reasons Why Revize gives you the Greatest Value! Modern, timeless and unique website design integrated with online Government apps V On -time delivery Competitive pricing Responsible stewardship of the organization's stakeholders Full functionality to update and manage your website All the tools /apps needed to increase communications with citizens An easy CMS to train employees quickly Extended phone and email support %/ Unlimited Upgrades: Revize provides unlimited FREE upgrades to new and existing modules at no additional cost to you. 1200+ satisfied government clientsUnlimited Upgrades: Revize provides unlimited upgrades to new and existing modules at no additional cost to you. Once you invest in Revize, you will receive free upgrades and feature enhancements for life. "The Revize responsive website design is second to none for us providing an excellent experience for the growing number of residents, visitors and businesses accessing WylieTexas.gov on mobile devices. Our website's progressive look captures the vibrant culture of our community. " —Craig Kelly, Public Information Officer, City of Wylie, TX © 2016 Revize Software Systems. All Rights Reserved Page 10 of 56 92 Proposal for the Columbia Heights, MN Awards &Accolades Middletown Township, Pennsylvania Horizon Interactive Award Winner © 2016 Revize Software Systems. All Rights Reserved Page 11 of 56 93 Proposal for the Columbia Heights, MN Genesee County, Michigan Horizon Interactive Award Winner ??Hono%ring Excellence in Marketing and Communications C� GENESEE COUI4 /y ie1 i ,* ww J 1 � © 2016 Revize Software Systems. All Rights Reserved Page 12 of 56 94 Proposal for the Columbia Heights, MN The Revize Solution Project Planning and Setup What makes Revize unique in its project approach and experience is our thorough preparation for each individual community combined with the range of website deployments and creative, customized fit we implement for each client. From small to large, rural to urban, the Revize project management process guarantees a perfect fit between the concept of the deployment and the expectations of the client's level of engagement preferences. We don't utilize a "one size fits all" approach because it doesn't make sense. However, we do use a standard, proven effective process methodology. Each client is unique and we tailor our process to fit their unique needs. For as long as you are our client you will have staff dedicated to your account and access to an on -line portal for communication, design process and on -going support. Dedicated Accounts Manager: Your dedicated Account Manager will handle all issues related to your contract, pricing, future product add -ons, and general account satisfaction. During the initial kick -off meeting, your Account Manager will introduce you to the team, explain roles and responsibilities, and place you in the very capable hands of your Dedicated Project Manager and Designer. Dedicated Project Manager: Your dedicated Project Manager will handle all issues related to the website design, development, navigation, content, training, timelines and deliverables, as well as ensuring that feedback and communication occurs promptly in order to keep the project on- track. Also, the dedicated project manager will be the point of contact for any future technical support or issues that need to be addressed during the deployment and post deployment of the site. 24/7/365 Project Portal Access: From day one, your project and on -going support is tracked in the Revize On -line Project Portal. The main point of contact you select for the project will receive an invitation to register, including setting up a secure user name and password. The Project Portal serves as a communication tool for any matter pertaining to your website design, development and on -going support even after your website is launched. © 2016 Revize Software Systems. All Rights Reserved Page 13 of 56 95 Proposal for the Columbia Heights, MN The Revize Eight -Steps and Go Live! Project Timeline Phases When Duration Phase 1: Initial Meeting, Weeks 1 thru 2 2 Weeks Communication Strategy, SOW Phase 2: Discovery & Design Weeks 3 thru 5 3 Weeks Phase 3: Template Weeks 6 thru 7 2 Weeks Development, CMS Integration Phase 4: Module Setup Weeks 8 thru 9 2 Weeks Phase 5: Custom Development Weeks 10 thru 11 2 Weeks Phase 6: Quality Assurance Week 12 1 Week Testing Phase 7: Sitemap Development / Weeks 13 thru 14 2 Weeks Content Migration Phase 8: Content Editor and Week 15 1 Week Web Administrator Training on your new website, final content changes and Go Live preparation Go -Live (Best Case Scenario) 15 -17 Weeks © 2016 Revize Software Systems. All Rights Reserved Page 14 of 56 96 Proposal for the Columbia Heights, MN REVIZE PROJECT LIFE CYCLE CLIENT O Initial Meeting SiteMap Creation O Home Page O Design Approval 0 Inner Page(s) Design Approval Content Editor and Web Administrator Training O Content Review 8 Approval _,Q Final Review O REVIZE O Initial Meeting O Research O Planning o Home Page Design O Inner Page(s) Design O Template Development CMS O Integration Module O Setup Custom Development O Quality Assurance Testing O Content Migration Content Editor and Web O` Administrator Training on your new website, �p final content changes Go Live and preparation SGo -Live (Best Case Scenario) Milestones O Milestone Occurence Involvement Less Greater Phase Go Live © 2016 Revize Software Systems. All Rights Reserved Page 15 of 56 97 Proposal for the Columbia Heights, MN Phase 1: Initial Meeting, Communication Strategy, SOW Your Revize Account Manager will set up the initial internal project planning meeting where we will talk about the overall management of your project, establish a timeline, and devise a Revize- Client Communication Strategy that will keep everyone engaged and up -to -date on the progress of the project. We will also discuss specific technical requirements of the project and determine the phases through which those requirements will be addressed. In addition, Revize will address the content strategy of the new site, any new content that needs to be written and how to fit the existing content into the new site, Additionally, as an optional item, Revize will discuss the process of conducting online surveys to gather feedback from your constituents for the new website layout and requirements. After this meeting, Revize will develop a Statement of Work and provide it to the client for review and approval. Prior to the design kick -off meeting, you will receive our questionnaire to complete with various answers that will help our designers gather information regarding your needs and preferences. Our team will also brainstorm ideas and suggestions with you during the meeting. The questionnaire addresses various issues such as: • As a result of a new website design and navigation, what are the main improvements you hope to achieve? • What are some key points and areas you may want featured on the Home Page? • Do you need help with logo design? Image? Marketing & branding? • What key modules do you want featured in your web site, like Document Center, Report a Request, News & Events, Events Calendar etc. • Do you need social media features need to be highlighted in the new site? Phase 2: Discovery & Design If there is client approval, we will collect feedback from the residents on the new design layout by setting up an online survey with a set of standard questions. The survey questions need to be approved by the client prior to our adding a link from your current website. This link can also be distributed through other channels like email, newsletter or any other form of communications you might be using to stay in touch with your residents. Usually there is a 1- to 2 -week survey period. Once survey results have been tabulated and your needs have been determined, you and your Revize team will participate in a Design Kick -Off Meeting. A senior designer and team will conduct an in -depth interview, and brainstorm ideas with you about your vision for the look and feel of your custom website. Our efforts on this project will extend far beyond placement of provided information within a stunning design. It's about uncovering how your audience wants to be informed, and applying our 20+ years of web design and development expertise to create the most effective ways of displaying that information and getting users to access and use your website. We always strive for nothing less than an award winning design! © 2016 Revize Software Systems. All Rights Reserved Page 16 of 56 98 Proposal for the Columbia Heights, MN Revize Design Principles The Revize Web Application Developers are not only responsible for the look, functionality, and performance of your website. They are also responsible for the security of the web content and web -based applications they create. They ensure that the code supports secure authentication and authorization, and provides access control mechanisms as required. Good design principles are always based on readability, taking into consideration appropriate font type and size for headlines and text area, as well as line height — ensuring all page elements are balanced. Our designers also pay meticulous attention to their use of shadows and gradients. To the layman's eye there may not appear to be a shadow, however on the website the font will appear sharper (or maybe softer depending on the amount of shadow used). Of course color cannot be overlooked. Our designers first take the client's preferences, official logo colors, and pictures into consideration to create a color scheme consisting of no more than three colors. We then use variants and hues to create visual appeal, contrast, and eye- catching allure and invoke the overall feeling that the client desires. Last but not least is effective use of page elements such as call to action buttons, social sharing icons, email newsletter sign -up, and promotion areas. The ultimate goal is to provide an easy to navigate webpage that is informative without being overwhelming. Therefore, it is the designer's job to guide the client in making appropriate placement choices for needed items. Revize Design Trends There are some exciting new design trends, and Revize is always on the cutting edge, implementing the best of these innovations in our websites. We are especially pleased at how effectively they are proving to be in increasing engagement in government websites. #1 Responsive Web Design — The most important development in website design in years, Responsive Web Design (RWD) automatically conforms and optimizes websites for any screen size. With the substantial increase in smartphone and tablet users today, people are going online using a vast number of devices with wildly different screen sizes. Our websites offer this very important feature of easily and cleanly conforming to computer, tablet and mobile device screens. #2 Liquefied Content — This is another important trend that address the fact that information is no longer static or concrete. Instead, content is specifically customized for each unique user. Liquidity of content enhances the immediacy and flexibility of content. The more liquid your community's content, the easier it is for residents and businesses to access this information in ways and via the channels of their choice: fixed or mobile, interactive and live. Revize is able to effectively make your content liquid. This will make it adaptable to various situations and, therefore, easy to reuse in different contexts distributed for a variety of display formats and communication channels. © 2016 Revize Software Systems. All Rights Reserved Page 17 of 56 99 Proposal for the Columbia Heights, MN #3 Image Tiles — This is a trend that enables developers to display content in a pin board style of display. Revize now offers this feature, which creates a very visually appealing display of content, such as pictures or social streams. Image tiles also help promote engagement by encouraging site visitors to comment or reply to items from directly within the image tile. This is an especially useful option for web pages promoting tourism. #4 Parallax Scrolling — This is a highly advanced, innovative design technique for sophisticated websites. Parallax Scrolling allows Revize to build websites in multiple layers, with content that moves across the screen at different speeds as visitor's scroll. This unique design technique is very visually engaging and can help improve time -on -site metrics. #5 Innovative Typography — This plays a very important role in website design, image and branding, and is especially important for maximizing the look and feel of the website when accessing it from mobile devices. Our designers are experts in effective typography and take many factors into consideration when selecting the type of fonts, font sizes, and colors to be used for a website. #6 Social Feeds — With the proven ability to strengthen and deepen interpersonal connections, social networks present a wonderful opportunity for government organizations to increase community engagement and make governments more accessible to the people they serve. One method already mentioned for improving social activity is using pin boards; another is creating a social area or social wall that combines activity from multiple social networks, like Facebook, Linkedln, YouTube and Pinterest. Revize offers a comprehensive line of popular social media applications and networking. Key Phase Objectives & Deliverables: Over the past 20 years, Revize has mastered the art of designing government websites. The following steps are followed while designing new sites ► Establish Needs and Creative Direction: Understand your objectives and requirements, and provide recommendations for effective online branding pertinent to your requirements, existing branding and your web audience's needs. The Revize designer will also conduct his own research in order to capture the character and "feel" of your area, which will inspire ideas for the overall design direction of the website. ► Main Menu Navigation & Home Page Wireframes: Work with you to establish a main -level navigational architecture and identify key items accessible from your home page. This establishes a baseline for the navigational structure, as well as the preferred content structure (wireframe *) for the home page. © 2016 Revize Software Systems. All Rights Reserved Page 18 of 56 100 Proposal for the Columbia Heights, MN ► Page Layout and module placement: We will follow all the best practices to layout the different features and modules so that they can be easily accessed by your residents. For example, on the home page there will be sliding picture gallery and quick link buttons for Notify Me, Report a Concern, Document Center, FAQs etc. Also the news and announcements module and events calendar would be integrated into the website, along with the Social Media Center. Please Note: The home page "wireframe" will simply serve as a realistic guideline in terms of content placement, but will not include the final text nor final imagery for this phase. Please see a sample wireframe to concept development snapshot in the next page. © 2016 Revize Software Systems. All Rights Reserved Page 19 of 56 101 Proposal for the Columbia Heights, MN WIRE FRAME TO CONCEPT FONT SIZE ADJUSTMENT ROTATING PHOTO GALLERY SLIDING FEATURE BAR TRANSLATOR SEARCH QUICK LINKS WIRE FRAME BLUEASH BL A. H, ..— .— ,.M... ,,,,, ' SOCIAL MEDIA - EXPLORE MEGA MENU MAIN NAVIGATION RECENT NEWS CALENDAR © 2016 Revize Software Systems. All Rights Reserved Page 20 of 56 102 Proposal for the Columbia Heights, MN ► Design Deliverable: The design concepts for this phase will be based on one or possibly two home page layouts. The client will review and provide design feedback to the designer for changes. Revize asks that clients have no more than three iterations of changes up to the point that the final concept is approved. ► Final Home Page Sign Off: When all changes have been made, Revize will present your final home page design and layout for approval. Customer approval is required to proceed to the next phase, the inner pages of the website, and the process repeats itself before the actual HTML & CSS is written. ► Final Inner Page Sign Off: When all changes have been made, Revize will present your final inner page designs and layouts for approval. Customer approval is required to proceed to the next phase, when the actual HTML & CSS is written. Phase 3: Template Development, CMS Integration First, the Revize development team will transform the approved designs from mere pictures into fully- functioning HTMUCSS and Revize Smart Tag enabled web page templates using the Revize Dreamweaver Extension. The Revize Smart Tags are fully customizable and allow customers to expand functionality as needed. To maximize this extensibility, the full Revize Java API is provided to clients with our Advanced Training Program. Phase 4: CMS Modules Setup In this phase, all of the features and modules the client has requested will be set up, e.g. calendar, document center, picture galleries, alert center, e- Notify, etc. are all brought to life and made functional while also being tested in the Revize CMS. Revize enhances current modules and adds new modules continuously, and you will receive all future updates to modules at no additional cost. Phase 5: Custom Functionality Development In this phase and according to your specifications, custom functionality of existing CMS modules, database scripting and programming, as well as any custom application development will be executed. The Revize development team will be interfacing directly with your technical staff to obtain information and test information exchange and application functionality. This phase may overlap phases 2 — 4. © 2016 Revize Software Systems, All Rights Reserved Page 21 of 56 103 Proposal for the Columbia Heights, MN Phase 6: Quality Assurance Testing In our testing phase, we ensure that your website meets functionality, performance and security standards. Our QA team uses mock data to test navigation and interfaces of the templates, along with any custom developed applications or modules. Additionally, through a series of tests, we perform input validation to ensure that security mechanisms cannot be bypassed if anybody tampers with data he or she sends to the application, including HTTP requests, headers, query strings, cookies, and form fields. We also ensure that when errors do occur, they are processed in a secure manner to reduce or eliminate exposure of sensitive implementation information. Phase 7: Content Development / Content Migration Revize will develop a pre- defined number of pages for your site to make the initial content available upon site deployment. Our content development and migration experts use the latest standard formatting practices to develop the navigation and create the most effective content possible for your website. This includes spelling and style corrections into the new website. There are no limits to the number of pages you can create after you have gone through training. Revize will implement an effective website architecture with the latest technology and usability trends so your website visitors can find information in an instant. We will also assess your current website content and incorporate what you currently have with additional content to maximize interest and excitement for your readers. Our content experts are educated in proper writing and terminology, and will use correct grammar, spelling and punctuation. Our web designers use creative typography which makes the website more visually appealing and also plays a role in defining the hierarchy of content to be placed on the web page. Variations in size and color are used, as well as strategic placement on the page to highlight certain site areas so the visitors can easily navigate the site. Effective typography also ensures that your website will look good on desktop, laptop, mobile and tablet devices. Phase 8: Training Your Staff (in- person or web based training) Once your website is ready for you to begin editing, you will be able to easily revise your content as often as needed. Revize will train you on how to operate the Administrative and Content Editor functions so you can manage your website. We typically provide this training on -site; however, we can also provide on -line training for your staff if you prefer. For your convenience, training materials can be downloaded from the Revize website. After training, our friendly and responsive support staff is always here to answer questions and provide training refreshers as needed. © 2016 Revize Software Systems. All Rights Reserved Page 22 of 56 104 Proposal for the Columbia Heights, MN Standard Training Agendas Basic Administrator Training (How to) • Sign -in • Create users • Assign roles • Set page level permissions • Set section level permissions • Configure and set up workflow approval process Advanced Administrator Training (How to) • Run back -end reports • Run Google Analytics reports Content Editor Training (How to) • Sign -in • Edit page content • Copy /paste content or add new • Create a file link • Create a link to another web page or external web site • Create a new page and link to it • Insert/update a picture • Insert /update a table • Spell check • Save and Save as Draft • History of the page content (content archive) • Create a survey form or any other type of online web form • Create navigation pages (top /left menus) • Create new calendar and create /edit calendar events • Edit metadata Training on use of specific Modules included, such as: • Emergency Notification Center • Public Service Request App • Web Calendar • E- Notify • Quick Links • Document Center • Form Center • News Center O 2016 Revize Software Systems. All Rights Reserved Page 23 of 56 105 Proposal for the Columbia Heights, MN • Frequently Asked Questions • Request Center • Bid Posting Center • Job Posting Application • RSS • And more.... Final Phase: You Go Live! At last, your website content is complete and your staff is sufficiently trained! The final phase in the process is to redirect your website domain name from your old site to your beautiful new one. Once this is completed, Revize will closely monitor the transfer for the first 24 hours to ensure that everything is working properly. Any issues that arise will be immediately resolved. Marketing & Ongoing Consultation: Revize seizes on every effort to make our clients' sites highly visible. We draft press releases for posting on our website and for distribution locally, and will continuously monitor your site after it goes live so that you can take advantage of all marketing opportunities. We also look to submit your site for different awards and recognition competitions to further maximize your site's exposure. Search Engine Registration and Marketing: Revize will input all the targeted keywords to make your web pages' search engine friendly, thus enabling users to find targeted information when they do a Google, Yahoo or any other search on your site. © 2016 Revize Software Systems. All Rights Reserved Page 24 of 56 106 Proposal for the Columbia Heights, MN Training, Technical Support & Hosting Free Training Refresher Should members of your staff resign or retire, Revize will provide a second refresher training for your new staff members at no cost. The training would be followed by online video tutorials and links to downloadable training manual, so you will never lack the knowledge required to manage your website effectively. Our training team continuously improves our training materials to make sure that we teach all the tricks and essentials necessary to edit the content of the site and build new pages. The Revize support portal is accessible 24/7 to report any post- training issues so that we can take care of it right away. Service Level Assurance Our clients expect their websites to be up and running 24/7. Revize is proud to boast an impressive 99.99 percent uptime — the best in the industry. We constantly invest in the newest technology and innovations to ensure the smooth running of your website. However, in the highly unlikely event that your website is down for two hours or more, Revize will provide monthly prorated credit equal to one day of your annual service contract (example: Annual Service Contract divided by 365 days = daily credit). Each two -hour increment will entitle you to one day of credit. Unlimited Technical Support The Revize technical support staff is available to assist you with content management and technical issues, 'round- the - clock, via either phone or email. You can contact Revize's friendly and knowledgeable support and customer service representatives 24/7 for assistance with our website solutions including our content management technology, online interactive tools, training and hosting services. Telephone support is available between 8 a.m. — 6 p.m. EST Monday through Friday (excluding federal holidays); email support and our customer online portal is available 24 hours a day 365 days a year. Maximum Response Times: > 1 hour for crisis issues > 4 -6 hours for critical issues > 24 hours for normal issues © 2016 Revize Software Systems. All Rights Reserved Page 25 of 56 107 Proposal for the Columbia Heights, MN Revize Support: 8 a.m. — 8 p.m. EST Phone Support (Monday thru Friday) 24X7X365 Portal & Email Support Dedicated support staff to provide assistance and answer all questions New and existing user training Training refreshers Video tutorials and online training manual Automatic integration of enhancements E- Newsletter module support Automatic upgrades of CMS Modules such as Calendar, Document Center Software Maintenance: Revize rolls out two new versions of the Revize CMS, and six to eight product updates every year. The Revize CMS is continuously enhanced to keep pace with cutting edge technologies and industry trends. As a Revize client, you will receive full access to all enhancements to the core components and modules in the Revize CMS at no additional charge. When a software update or new version is rolled out, Revize will automatically update all servers used by our subscription service clients. Revize Maintenance Covers: 4 CMS upgrades per year Software and modules upgrades (Automatic Install) Server Hardware & OS upgrades Immediate bug fixes /patches Around the clock server monitoring Data Center network upgrades Security and antivirus software upgrades Firewall and router upgrades Bandwidth and network infrastructure upgrades Remote backup of all website assets Tape backup of all website assets Quarterly newsletters on major feature updates Regular Webinars on CMS features and usage © 2016 Revize Software Systems. All Rights Reserved Page 26 of 56 108 Proposal for the Columbia Heights, MN Hosting Service Revize has four state -of- the -art physical data centers located in Chicago, Detroit, San Diego and Houston with around - the -clock (24/7/365) monitoring of all server activities. Remote data backups are scheduled nightly with Carbonite data backup service. Additionally, Revize utilizes multiple Tier 1 bandwidth providers such as Level 3, Wiltel, and Cogent for redundancy and continuous connectivity. These procedures provide our clients with up to 500Mbps of fast fiber optic up- stream connectivity. Revize hosts your web services on redundant (1TB Hard Drive, 3.2 GHz CPU and 32 GB RAM) servers in order to provide enhanced performance, as well as accurate security and data restoration for your website. The Revize technology architecture physically separates the CMS from the website in order to provide another layer of redundancy. With this model, we keep an up -to- the - minute exact duplicate of your website in the event your site must be restored. Revize support staff will simply republish your site within a guaranteed two hours (as opposed to the several hours or days timeframe our competitors offer). Revize provides our clients with unlimited data storage server space for each website. Revize will host both your Extranet and Intranet; your Intranet is secure and only accessible by authorized users through a login system. There are no special software requirements to run a Revize hosted website and CMS solution. We make it all very simple. All you need is an internet connection and a browser. We also provide complete maintenance of your website, which includes but is not limited to: OS patches, intrusion prevention, antivirus, and software upgrades. Secu rity Revize takes website security very seriously and we provide our clients with the very best website protection protocols. Our data centers are located on secure premises equipped with card - reader access, security cameras and guards on duty 24/7 to ensure the physical protection from unauthorized entry. Our web and network administrators monitor network activity 24- hours -a -day to ensure system integrity and protection against threats such as Denial of Service (DoS) attacks that could corrupt your website or block user access. Maintaining the secure configuration of our web servers is managed through application of appropriate patches and upgrades, security testing, vulnerability scans, monitoring of logs, and backups of data and OS. © 2016 Revize Software Systems. All Rights Reserved Page 27 of 56 109 Proposal for the Columbia Heights, MN Security Controls and Protocols > Anti - malware software such as antivirus software, anti - spyware software, and rootkit detectors > Shield Plus Security Bundle to prevent DDoS attacks > Intrusion detection and prevention software (such as file integrity checking software) > Host -based firewalls to protect CMS servers from unauthorized access > Patch management software > Security and Authentication Gateways > Content filters, which can monitor traffic to and from the web server for potentially sensitive or inappropriate data and take action as necessary > HTTPS (Hypertext Transfer Protocol over SSL), which provides encryption and decryption for user page requests that require more secure online transactions > SSL (Secure Socket Layer) provides an encrypted end -to -end data path between a client and a server regardless of platform or OS Application Security Authentication > Role -Based Security: Role -based authentication to add individual user accounts and assign them system roles like Editor, Developer, Administrator, Workflow Approvers, etc., or department roles and empower the department to assign specific roles to users. > Permission -Based Security: Ability to set up Content Owners /Editors and restrict which site pages they are authorized to update > Global & Department Workflow Management: Create workflow management and approval processes where authorized department personnel become approvers for department level content changes. Or create global workflow where all content changes are routed through one central approver. © 2016 Revize Software Systems. All Rights Reserved Page 28 of 56 110 Proposal for the Columbia Heights, MN Revize Technology Architecture Revile Intelligent Publishing° WCM webDeveiepar Revize CMS Firewall Web Server Visitor Access Content Editors !� � � A � fAdministrator 0 A Security $ Performance , C Redundancy The Revize Government CMS is a standards - based, open architecture software product without any proprietary restrictions. Revize uses leading technologies to avoid integration problems with existing systems and comes complete with its own Integrated Publishing Engine, Embedded Relational DB, JSP /Servlet Engine, and Application Server. © 2016 Revize Software Systems. All Rights Reserved Page 29 of 56 111 Proposal for the Columbia Heights, MN Revize Project Team Revize understands the importance of having a talented and experienced staff. We are proud of our well- respected team of top notch experts in the field of government website design, development, analysis, content management, training and support. From the first creative concepts through to the design phases, and from site launch to training of personnel and continued support of your website project, we have the right group of seasoned professionals to work with you through the website process and beyond. We are pleased to introduce them: DOUG CUNNINGHAM Senior Account Executive Doug is a consultative solution provider for internet and website design with many years of successful business development and account management experience. He has worked extensively in public and private sectors, including federal government, states, counties, cities, towns, villages, school districts, educational institutions, universities, public libraries, consortia groups, fortune 1000 companies, and non - profit organizations. His expertise lies in making the complex simple and providing innovative and out of the box solutions to tackle client challenges resulting in living websites and other online community building opportunities. He has an excellent reputation for building and sustaining effective, long lasting client relationships. Philosophy: "Always do the right thing for your customers and treat them the way you want to be treated." Education: Bachelors in Education, William Tyndale College. Expertise: 20+ years of consulting, sales, and marketing experience with public and private sectors. Role on your website Project: Supervisor of account management between client and project team. RAY AKSHAYA 1 E:�hnical Uin:ctor Ray has 20+ years of extensive technical experience with internet and website solutions. He has worked on hundreds of government, non - profit and educational websites and has a keen eye for web visitor requirements, information architecture, and usability. He is also a long -time veteran of Revize Software Systems and our clients enjoy working with him. In his career, he has deployed and /or assisted with technical solutions for more than 500 websites. When working on a project, Ray always visualizes himself in the client's chair at the closing stages of the project and makes sure that all decisions made on a project are in alignment with the client's vision and best practices for developing the system. © 2016 Revize Software Systems. All Rights Reserved Page 30 of 56 112 Proposal for the Columbia Heights, MN Philosophy: "Work Hard, Help People and Live Honest." • Education: MS in Engineering Science, Louisiana State University, Baton Rouge • Expertise: Client Management, Project Management, Technology Development for CMS & Web Apps ► Role on your website project: Technical Director SAMIR ALLEY Creative Arts Director /Lead Designer Samir has more than a decade of experience in managing web site design projects. He has deployed 260+ municipal websites and has a solid background in web design and the latest web technologies. Formerly with Google, Samir is a leader equipped to handle any kind of sophisticated web project. He is an exceptional communicator with an innate listening skill that gives him the ability to understand and deploy a client's unspoken needs. Samir's blend of creativity, proficiency, and technical knowledge is unsurpassed in the industry. Philosophy: "Empathy, Focus, and... Impute" Education: BS in Computer Science, Wayne State University Expertise: Web Project Management - Adobe Design Premium CS5.5: Photoshop, Illustrator, InDesign, Flash, DreamWeaver, Fireworks, HTML, CSS, CSS3, SEO, PHP, JavaScript, MySQL, JQuery and HTML5. Role on your website project: Graphic design of website and backup support. TOM GOODEN Website Developer/ Graphic Designer, Illustrator Tom is a senior front -end developer and designer with Revize with more than 10 years of experience in website development. He is highly skilled in his ability to leverage the latest technologies to create fast and innovative web solutions. He commands an intense, yet light- hearted creative presence at Revize, producing excellent design work. ► Philosophy: Design and development are constantly evolving, and learning new methods and practices gives me a "geeky" excitement. What I truly enjoy most is that I can create what is considered to be art, but at the same time serves a very functional purpose. ► Education: Associate Degree in Computer Science, Oakland Community College ► Expertise: Skilled in Adobe Design Premium CS5.5: Photoshop, Illustrator, InDesign, Flash, DreamWeaver, Fireworks, HTML, CSS, CSS3, SEO, PHP, JavaScript, MySQL, JQuery and HTML5 ► Role on your website project: Graphic design of website and backup support. © 2016 Revize Software Systems. All Rights Reserved Page 31 of 56 113 Proposal for the Columbia Heights, MN DENISE BRAZIER Project Manager /Trainer Denise is an educator by nature. Her 20 years of experience in the public school system has made her a master of engaging participants during training. She effortlessly builds effective relationships with all clients. Denise has served as Advisory Counselor, Coordinator, Publicity Director, and Project Manager for several organizations in the education, non - profit and public sectors. She has been appointed to the state's quality committee evaluating organizational policies and procedures for recognition. ► Philosophy: "Always explain things in the terms of your audience to ensure their understanding" ► Education & Training: MS in the Art of Education from Marygrove College. Certification in Secondary Education ► Expertise: Training, education, teaching, public affairs and project management. ► Role on your website project: Trainer for the Content Management toolset and project manager THOMAS JEAN Government Subject Matter Expert /Senior Account' Manager As a Government Subject Matter Expert, business development and account executive, Thomas has brought to Revize a very special skill set. Not only does he sell Revize products and services, he is also a genuine subject matter expert when it comes to the inner workings of government. As an elected Township Trustee in Genesee Township Michigan, he knows the advantages that come with modernizing the way government does business. Additionally, he serves as President of a registered 501c3 non - profit organization, Genesee Forward that promotes community development. With his unique background as an elected official, president of a non - profit organization, and education from one of the nation's top universities, Thomas is uniquely experienced to give an honest and accurate assessment of your community's website needs. ► Philosophy: As a township trustee, I know the challenges that elected officials face and what is important to them. I very much enjoy helping them by showing them all of the advantages of modernizing a community's technology. ► Education: BS degree in Political Science from University of Michigan; studied under top government academics. ► Expertise: Business development, business management, government procedure, public affairs, community development. 0. Role on your website project: Account and client management © 2016 Revize Software Systems. All Rights Reserved Page 32 of 56 114 Proposal for the Columbia Heights, MN Revize Government CMS User Interface 1. Revize CMS User Interface Home Page T t GENESEE COUNTY 2. Users simply browse to a page that they want to edit, select the Login button, and then insert their Login Name and Password into a login screen as shown below. 4� v 2016 Revize Software Systems. All Rights Reserved Page 33 of 56 115 f r Proposal for the Columbia Heights, MN 3. Edit buttons appear on the page after the Login executes. Based on user's roles /permissions, the appropriate buttons are displayed. 0 !k GENESEE COUNTY Al,.t: .0 .. The input form appears as shown below. Content Editors can change banner, page heading and the content displayed in the center of the page. Notice the content is changed using a "Word Like" Ip Aa Urafc cancel Nieca v Ste^ Ism (ications: Yes �) t Send EmaA No G< °iesea county. Page Header: •L r After the page is "saved ", the page can be sent to an approver for review or immediately published to the web site. © 2016 Revize Software Systems. All Rights Reserved Page 34 of 56 116 Proposal for the Columbia Heights, MN Government Account References CLIENT: ORANGE COUNTY, NC l"eiri", Chrrc1; Proposal for the Columbia Heights, MN Government Project Experience t%A LIT A © 2016 Revize Software Systems. All Rights Reserved RENVILLE, MINNESOTA WWW.CO.RENVILLE.MN.US/ Open Branding, Responsive Web Design Details: Renville County, MN is a highly desirable and well - planned county that wanted a website to show off its local character and increase resident communications. It has an intuitive layout that guides the web visitor to important information while delivering ease of use among the community. Features: Events Calendar, Document Center, Social Media Fly Out, Alert Center, Sliding Feature Bar, Changeable Rotating Photo Gallery, FAQ, eNotify, Translate This Page, Business Directory, Print This Page, Email This Page, etc. WYLIE, TEXAS WWW.WYLIETEXAS.GOV Responsive Web Design Details: The City of Wylie design masters bringing together the beauty of the city with a straight forward connection to everyday resident information. The website not only functions as a community engagement center but has special SEO attraction for tourism interests with easy navigation! Feature Spotlight: Event Calendar, Latest News, Document Center, Community Alerts, Staff Directory, Bid Posting, Job Posting and Quick Links. SANTA ROSA, NEW MEXICO WWW.SANTAROSANM.ORG Modern Responsive Web Design Details: The City of Santa Rosa, NM has a municipal website design that effectively and efficiently delivers the essential resident services with a clean look and feel. Also features quick navigation for residents to get access to everyday information in one click! Feature Spotlight: Sliding Feature Bar, Event Calendar, Document Center, Quick Links and Online Bill Payment Page 36 of 56 118 Proposal for the Columbia Heights, MN LVA © 2016 Revize Software Systems. All Rights Reserved A BRISTOL BAY BOROUGH, ALASKA WWW.BRISTOLBAYBOROUGHAK.US Open Branding, Responsive Web Design Details: Bristol Bay is a highly desirable and well - planned borough that wanted a website to show off its Alaska character and increase resident communications It has an intuitive layout that guides the web visitor to important information while delivering ease of use among the community. Features: Events Calendar, Document Center, Social Media Fly Out, Alert Center, Sliding Feature Bar, Changeable Rotating Photo Gallery, FAQ, eNotify, Translate This Page, Business Directory, Print This Page, Email This Page, etc. NORTH BRANCH, MINNESOTA WWW.CI.NORTH- BRANCH.MN.US/ Open Branding, Responsive Web Design Details: North Branch is a highly desirable and well - planned township that wanted a website to show off its local character and increase resident communications. It has an intuitive layout that guides the web visitor to important information while delivering ease of use among the community. Features: Events Calendar, Document Center, Social Media Fly Out, Alert Center, Sliding Feature Bar, Changeable Rotating Photo Gallery, FAQ, eNotify, Translate This Page, Business Directory, Print This Page, Email This Page, etc. BIRMINGHAM, MICHIGAN WWW.BHAMGOV.ORG Responsive Web Design Details: The City of Birmingham has a municipal website design that effectively and efficiently delivers the essential resident services with a clean look and feel. Also features quick navigation for residents to get access to everyday information in one click! Feature Spotlight: Sliding Feature Bar, Event Calendar, Document Center, Quick Links and Online Bill Payment Page 37 of 56 119 Proposal for the Columbia Heights, MN Revize Quote for: The City of Columbia, MN Phase 1: Project Planning and Analysis, SOW $1,500 Phase 2: Discovery & Design from scratch - $3,500 One concept, three rounds of changes, Home Page Template and Inner Page Design and Layout, includes Responsive Web Design for great viewing on any size handheld internet viewing device complete with pictures and no need to zoom in on the text. Phase 3 & 4: Revize Template Development - $6,500 Set -up all CMS Modules listed on the following page with linking to any additional 3rd party web application. You also receive all updates to all CMS modules for the life of your Revize relationship. You own the technology, design and content. Phase 5: QA Testing $1,800 Phase 6: Site Map Development and Content $3,485 Migration - "as is" from old website into new website — up to 2010 webpages and 1275 documents Phase 7: Content Editing and Site $1,900 Administration Training (one -day session) Phase 8: Go Live $800 Annual Tech Support, Website Hosting (up to $3,950 30GB storage), Website Health Checks, Agenda Quick, and Maintenance Agreement (Unlimited users) Documents on Demand Grand Total (1st year) $23,435 Second year and continuing investment $3,950 /year Revize provides a free website redesign after four years of service, if the client chooses to sign a locked -in rate contract for five years. This includes a lifetime warranty. © 2016 Revize Software Systems. All Rights Reserved Page 38 of 56 120 Proposal for the Columbia Heights, MN Following Applications & Features will be integrated into Your Website Project Revize provides applications and features specifically designed for municipalities. The applications and features are categorized into: ► Citizen's Communication Center Apps ► Citizen's Engagement Center Apps ► Staff Productivity Apps ► Site Administration and Security Features ► Mobile Device and Accessibility Features CITIZEN'S COMMUNCIATION CENTER APPS: Emergency /Announcement Notification Center with text and email alerts Notification Center with text and email alerts Bid Posting Document Center Email Notify Job Posting FAQs News Center with Facebook/Twitter Integration Online Forms Photo gallery Quick Link Buttons Revize Web Calendar Personal Social Media Sharing App Sliding Feature Bar Language Translator CITIZEN'S ENGAGEMENT CENTER APPS: Citizen Request Center with Captcha .. Public Records Request App .. Online Bill Pay (Point & Pay) RSS Feed © 2016 Revize Software Systems. All Rights Reserved Page 39 of 56 121 Proposal for the Columbia Heights, MN STAFF PRODUCTIVITY APPS: Agenda Posting Center Minutes on Demand Intranet - Employee Portal Streaming Video Job Posting App Image Manager Link Checker V Reservation Systems ./ Menu Manager Online Form Builder Staff Directory V Website Content Archiving I/ Website Content Scheduling SITE ADMIN & SECURITY APPS Audit Trail History Log V URL Redirect Setup Roles and Permission -based Security Mode Secure Site Gateway Unique Login /Password for each Content Editor Web Statistics and Analytics .. Workflows by Department MOBILE DEVICE AND ACCESSIBILITY FEATURES Font Size Adjustment Alt -Tags Responsive Website Design (RWD) — Latest Government Design Technology for to accommodate better viewing of text and graphics for any size screen, i.e. SMART phones, PC Tablets, iPads, iPhones, Windows and Android devices © 2016 Revize Software Systems. All Rights Reserved Page 40 of 56 122 Proposal for the Columbia Heights, MN Revize Support Includes: V 8 AM — 8PM EST Phone Support (Monday thru Friday) .. 24X7X365 Portal and Email Support Staff provides assistance and answers all questions Dedicated support staff New /existing user training V Free Training Refreshers Video tutorials and online training manual Automatic integration of enhancements E- Newsletter Module support Automatic upgrade of CMS modules, such as Calendar, Document Center, etc. Four major CMS upgrades per year Software and modules upgrades (automatic install) Server hardware and OS upgrades Immediate bug fixes /patches Round the clock server monitoring Data Center Network upgrades Security and antivirus software upgrades Firewall and router upgrades Bandwidth and network infrastructure upgrades V Remote backup of all website assets Tape backup of all website assets Quarterly Newsletters on major feature updates ,. Regular webinars on CMS features and usage ,. Free website design upgrades every 5t" year © 2016 Revize Software Systems. All Rights Reserved Page 41 of 56 123 Proposal for the Columbia Heights, MN Citizen's Communication Center Apps NOTIFICATION CENTER Simple ye! I�ovverful You can't fool or control Mother Nature. But you can protect members of your community from her wrath. Posting emergency notifications on your home page, any other page, or throughout your site, this module allows your content editor to accurately explain the situation and instruct members of your community on the next steps to take. © 2016 Revize Software Systems. All Rights Reserved Page 42 of 56 124 Proposal for the Columbia Heights, MN Ll BID POSTING Quick and Easy The Bid Postings App provides a simple and easy -to -use method for organizing and presenting bids, RFPs and RFQs online for vendors or local contractors interested in providing products and services to your community. DOCUMENT CENTER APP Documents Done Right Revize helps clients save thousands of dollars each year in employee time and resources with our Document Management I Center. Using this module, you can create and archive the documents your site visitors need: applications, brochures, manuals, policy and data sheets, research papers, meeting minutes, and more. By providing all of your documents online, your site visitors can access them 24/7 — usually within two clicks - - and you won't incur any printing or postage costs. ROCKyTOWN'77f' Purchasing Division -Bid Opportunities as •aara••aa +�wa++nwrer.erw -. ,. 4vAY0W'! .— .fV!•tYY+a &pa�.rcn.um+'a xmry © 2016 Revize Software Systems. All Rights Reserved Page 43 of 56 125 Proposal for the Columbia Heights, MN -_ MAMON;Aii :,t,it1ia eAT(9TACe1,74 mow Frequently Asked Questions a ant, 1P O FAQ Handy and Converrient FAQ's make it easy for site visitors to find answers to common questions and will greatly decrease the number of calls coming into your switchboard each day. In fact, within six weeks of a Revize website launch, our clients typically experience a significant decrease in the number of daily phone calls... some by as much as 23 %! JOB POSTING Find the tryst Revize's job postings app allows your site visitors to view and apply for open positions online. Postings are removed automatically based on the job expiration date input by your HR personnel. You can provide as much detail as you like and link I � I �1 to or upload any number of files that fully describe the job position. Best of all, with the form fill interface, new openings can be posted in minutes by non - technical staff. © 2016 Revize Software Systems. All Rights Reserved Page 44 of 56 126 Proposal for the Columbia Heights, MN �'. r ~).w Bald -Park ensure that your site is easy for • Pambake Park Pepp Hnn Perk w; e6' Ci y Paeill1i V visitors to navigate, we've made ✓''p ♦ t Rouge R+rer ?rail nCay HNC 1 it even easier for them navigate • sh.m P.* • Sprzrydek Gaff Co the real world surrounding your L - 1 fti- DtaM Ousrtastake Tqp Sprrtrgdale Park N , m Dd p -M f PW S( k INTERACTIVE ;n2DpertTnnl.AGiT the DlP.r_n, Chew, •a '� w ♦p it MAP B 4d H11W.1 M_ B P. n R..• � d• PUbkt Ld r y Navigate with FaE MNIai PMk , Not only does the Revize CMS r ~).w Bald -Park ensure that your site is easy for • Pambake Park Pepp Hnn Perk w; e6' visitors to navigate, we've made ✓''p ♦ t Rouge R+rer ?rail • S.T Ja Park it even easier for them navigate • sh.m P.* • Sprzrydek Gaff Co the real world surrounding your Ousrtastake Tqp Sprrtrgdale Park location. Specific buildings, parks, bike paths, mass transit stations, nearby businesses, tourist attractions, parking lots, voter polling locations, and more are incredibly easy to identify with the familiar Google Maps highlighted with Pins PHOTO GALLERY Eye - Catching A picture is worth a thousand words and photos are a proven way to increase the amount of time people spend on any given website. Great for showcasing photos or videos of events in and around your community, the Photo gallery has a slider to scroll through photos and also has thumbnails for each picture with On /Off features. © 2016 Revize Software Systems. All Rights Reserved Page 45 of 56 127 Proposal for the Columbia Heights, MN •*• •• •• Calendar App intclitive and Robust The Master /Sub Calendar provides an easy -to -use tool to enhance usability and encourage the communication of events both internally and externally. j It provides visibility and transparency into activities, meetings, and events with a visually appealing display and easy to find event contact information. The ability to insert recurring events saves time by allowing you to create the event once then repeat automatically; great for Board and City Council meetings F BUSINESS DIRECTORY Ideal for municipalities, chambers of commerce or any membership organization, this module allows you to easily create and maintain a searchable directory for either members or businesses within the website. Listings can be added, removed and categorized by non - technical staff in a simple table interface. © 2016 Revize Software Systems. All Rights Reserved AL E- NOTIFY Many of our municipal clients include an email /text notification option on their Meeting Minutes and Meeting Agendas pages so that interested citizens can sign up for automatic updates anytime there is a new posting. Page 46 of 56 128 Proposal for the Columbia Heights, MN d NEWS CENTER WITH FACEBOOK INTEGRATION Website visitors can see all the news stories in a given time frame on one full page of the website, they can click on subjects and get the full details of any specific news event. Users can also subscribe to news and press releases through email, RSS Feeds, Facebook and Twitter. QUICK LINKS a ONLINE FORMS Using this module, you can create -- from scratch - - an unlimited number of online forms on any page of your site using various field options such as long answers, radio buttons, drop -down lists, multiple choice, etc. Having online web forms provides a quick and easy alternative for users to communicate with you and provide important feedback, opinions or complete tasks online. These forms can be used to have web visitors contact you with questions, comments and requests, give feedback, volunteer, or to sign -up for various events, activities or programs. yC SHARING APP The Quick Links module allows site visitors to Provides a one click drop down to multi - social navigate to their areas of interest, much like FAQs. media and utility buttons. A common widget used Examples for users: Where do I... Get Registered for Summer Camp Where do I... Get a Marriage License © 2016 Revize Software Systems. All Rights Reserved on the web, it is intuitive and easy to use. Page 47 of 56 129 Proposal for the Columbia Heights, MN • SLIDING FEATURE BAR This feature is a mainly for visual appeal. It helps to break up pages with an interesting slide bar that can be populated with any subjects or areas that you want to draw attention to. For example, you may want to feature Parks & Rec, Landmarks and Tourist Attractions © 2016 Revize Software Systems. All Rights Reserved TRANSLATOR Revize integrates the Google Translator into your website templates and translates from English to over 40 other international languages. Provides users a large visual display at the top of the web page to choose any language to convert the text into. Page 48 of 56 130 Proposal for the Columbia Heights, MN Citizen's Engagement Center Apps: PUBLIC SERVICE REQUEST APP ,M,:,k6 a Difference m 2016 Revize Software Systems. All Rights Reserved Page 49 of 56 131 Proposal for the Columbia Heights, MN I� CITIZEN REQUEST CENTER This app allows customers, residents, participants, students, or any website visitor to post requests online. By the use of a drop down menu, individuals can forward the request, idea, or comment to the party of interest. That item is then forwarded via email to the proper recipient. You can add or delete department names as well as individuals in the drop down menu at any time. Captcha is integrated to ensure each request is genuine and not a spam. CITZEN CONNECT This app helps open up the lines of communication between administrators and their constituents, increasing transparency and constituent interaction. It is a blog that features the option to allow constituent comments for feedback (comments can be moderated before being published to the website). © 2016 Revize Software Systems. All Rights Reserved PUBLIC RECORDS REQUEST TRACKER This app allows public to order copies of the public records maintained by a municipality. The request is routed to the record custodian within a department and automated response is generated with a unique tracking number. The system allows the full tracking, correspondence and online handling of all types of public record request. The record request form is very flexible and customizable for every municipality. PARKS RESERVATION This app allows the display of parks shelters and their amenities and to manage their availability to the public. A website visitor can search for facilities by type available, review the amenities for each facility and easily reserve the facility including the option to pay for its use. Page 50 of 56 132 Proposal for the Columbia Heights, MN ONLINE BILL PAY Allows clients to set -up secure on -line payment processing for credit card transactions. Can be used for utility and tax payments; Purchasing items on -line; or making donations to non - profit organizations. © 2016 Revize Software Systems. All Rights Reserved RSS FEED Site visitors will be eating out of the palm of your hand with our RSS feeds module. Revize's CMS allows customers to generate RSS (Real Simple Syndication) feeds for any genre of news or events. RSS feeds are a trusted way to communicate important information to site visitors while ensuring that they remain engaged with your organization and regularly return to your site. Page 51 of 56 133 Proposal for the Columbia Heights, MN Staff Productivity Apps AGENDA POSTING CENTER JOB POSTING APP Using this app, you can upload agendas, meeting packets, meeting minutes, proposals for review, and more, all into one area on your website for easy access and review before, during, or after each meeting. Old meeting agendas and information are archived per meeting for quick access at any time. IMAGE MANAGER Allows approved staff to upload images from their computer or network folders. This very simple interface allows you to upload new pictures and stores uploaded pictures for reuse. Each department can create their own image folders and organize image libraries by department. Also, obsolete images can be deleted from the image library. CR; IV LINK CHECKER This app allows you to post a job and receive resume submissions online. Candidates can fill in all the fields and submit the job application online. Once the job application is submitted, a link to the filled in application form will be emailed to the responsible HR person which they can view, print and file for their records. INTRANET Provides a Dynamic CMS - enabled area with secure login to build out an entire Intranet for employee specific information only. It benefits your employees to have an internal organization landing page that can be updated with news, events, alerts and many of the same modules used on the extranet. MENU MANAGER When a new link is created, the Revize system checks if Allows approved content editors to add or edit site -wide the URL (link) is valid or not. If not, an error message will be displayed. This benefits the Content Editor by double checking bad links before they are saved on your website. © 2016 Revize Software Systems. All Rights Reserved top navigation, department or section specific links (e.g. left or right navigation). This feature gives you control to change and update the Navigation menus of your website for continuous improvement. Page 52 of 56 134 Proposal for the Columbia Heights, MN T64 NEWS LETTER APP The system allows non - technical staff to build attractive, informative newsletters and disseminate them with one click to everyone on your distribution list. Activity metrics include emails sent successfully to help you validate email addresses. The application provides the ability to import contact lists, upload images, add groups, assign contact lists to groups, as well as export lists. ONLINE FORM BUILDER Having online web forms provides a quick and easy alternative for users to communicate with you and provide important feedback, or complete tasks online. These forms can be used to have web visitors contact you with questions, comments and requests, give feedback, volunteer, or to sign -up for various events, activities or programs. d WEB CONTENT ARCHIVING WEB CONTENT SCHEDULE Your site history will never be a mystery because all This feature eliminates the possibility of having dated or content edits for your site are archived on the Revize past events being promoted on your site AFTER the CMS database. Your content editors can click on the event has passed, thus potentially undermining the History button to view previous versions of a particular page or content block from your site. © 2016 Revize Software Systems. All Rights Reserved perceived accuracy and currency of the site's content in the minds of your audience. Page 53 of 56 135 Proposal for the Columbia Heights, MN Site Admin & Security Apps AUDIT TRAIL This is a powerful administrative tracking tool that provides reports on the content change activities of any webpage within the system. The administrator can gauge how often the site is updated, which departments are most active; and also use the audit trail for recovery of data if necessary. HISTORY LOG Administrators can view all the archived versions of any web page and restore any old /archived page. It is a very useful feature for referring to any archived legal documents or press releases. © 2016 Revize Software Systems. All Rights Reserved AUTO SITEMAP TOOL Revize CMS provides this tool to automatically generate a sitemap. Anytime a new page is added or deleted from the system, the sitemap will republish to show the change. An up -to -date sitemap is very critical to boost the ranking of your website in different search engines. ROLES /PERMISSION SETUP Our CMS uses a role based authentication system where you can add individual user accounts and assign them system roles like Editor, Developer, Administrator, Workflow Approvers etc., or you can add roles for each department and assign department - specific roles to each user. Page 54 of 56 136 Proposal for the Columbia Heights, MN o SECURE SITE GATEWAY WEBSITE STATISTICS Provides a secure login area for either users of an intranet Revize integrates Google's Web Analytics tool to track or users to access information not available to the general number of site visits, website traffic sources, etc. Your website administrator can run various reports to collect public. Once users are set -up with a secure login ID, they important data on the usage of your website. can manage their own password changes as necessary. Wj WORKFLOWS BY DEPARTMENT Provides a method for Supervisory Oversight of content updates. The process allows an authorized "approver" to compare the current page with the proposed new page content (side -by -side) for easy review and comparison. © 2016 Revize Software Systems. All Rights Reserved Page 55 of 56 137 Proposal for the Columbia Heights, MN Mobile Device and Accessibility Apps ALT -TAGS Use of alt tags for images, a required part of the Revize CMS image manager feature, allows vision impaired individuals to understand the content of the image. RESPONSIVE WEB DESIGN FONT SIZE ADJUSTMENT Provides the ability for users to change font size by clicking button to reach their desired size. Helps those with low vision to easily read information on your website. Revize uses pixel rendering Responsive Web Design to accommodate better viewing of text and graphics for any size screen, i.e., smart phones, tablets, iPads and iPhones. © 2016 Revize Software Systems. All Rights Reserved Page 56 of 56 138 Revile I Superior Web Design and m Content Manageent s„rkmn 5rnleua Web Services Sales Agreement This Sales Agreement is between: Columbia Heights, MN ( "Client') and Revize LLC, or Revize ounware systems, t-- mev¢e--). reaeral i ax iu;; zu- buyuwu CLIENT INFORMATION: Company Name: Columbia Heights, MN Company Address: 159040 th Ave NE Company City /State /Zip: Columbia Heights, MN 61443 Contact Name: Keith Dahl Phone: 763 - 706 -3674 Email: kdahla)_columbiaheightsmn.gov Billing Dept. Contact Date: 04 -15 -16 REVIZE LLC: Revize Software Systems 1890 Crooks, Suite 340 Troy, MI 48084 248 - 269 -9263 The CLIENT agrees to purchase the following products and services provided by REVIZE: Quantity Description Price 1 Phase 1 — Project Planning and Analysis, onetime fee: $ 1,500 1 Phase 2 — Website Design, 1 concept, 3 rounds of changes, onetime fee: $ 3,500 1 Phase 3 & 4 — Revize Template Development, CMS module Integration, onetime fee: $ 6,500 1 Phase 5 — QA Testing, onetime fee: $ 1,800 1 Phase 6 — Site Map Development and Content Migration up to 2010 pages, 1275 Docs: $ 3,485 1 Phase 7 — Content Editing /Administrator Training, one day session, onetime fee: $ 1,900 1 Phase 8 — Go Live, onetime fee: $ 800 1 Revize Annual Software Subscription, Tech Support, CMS Updates, and Website Hosting, pre -paid annual fee, unlimited Users, 30 GB website storage (Locked Annual rate 5 years): $ 3,950 Grand Total: $ 23,435 Five -year agreement. Revize requires a check for $23,435.00 to start this Initiative. Revize annual services start the day of the kick off Meeting. Terms: 1. Payments: All Invoices are due upon receipt. Work begins upon receiving initial payment. 2. Additional content migration, if requested, is available for $3 per web page or document. 3. This Sales Agreement is the only legal document governing this sale. 4. Both parties must agree in writing to any changes or additions to this Sales Agreement. 5. This Sales Agreement is subject to the laws of the State of Minnesota. 6. Revize provides a free website redesign after four years of service, if the client chooses to sign a locked -in rate contract for five years. Lifetime warranty included. 7. Pricing expires in 30 days. AGREED TO BY. Signature of Authorized Person: Name of Authorized Person: Title of Authorized Person Date: CLIENT REVIZE Doug Cunningham Senior Account Executive Please sign and return to: Doug Cunningham Fax 866- 346 -8880 139 superior Web Design and Revile Cantent Management Following Applications & Features will be integrated into Your Website Project Revize provides applications and features specifically designed for municipalities. The applications and features are categorized into: ► Citizen's Communication Center Apps ► Citizen's Engagement Center Apps ► Staff Productivity Apps ► Site Administration and Security Features ► Mobile Device and Accessibility Features CITIZEN'S COMMUNCIATION CENTER APPS: Emergency /Announcement Notification Center with text and email alerts Notification Center with text and email alerts Bid Posting Document Center .. Email Notify Job Posting FAQs News Center with Face book/Twitter Integration Online Forms Photo gallery .. Quick Link Buttons Revize Web Calendar Social Media Sharing App Sliding Feature Bar Language Translator CITIZEN'S ENGAGEMENT CENTER APPS: .. Citizen Request Center with Captcha Public Records Request App Online Bill Pay (Point & Pay) RSS Feed 140 Superior Web Design and Revlje Content Monogemenl SoArraln Syalena STAFF PRODUCTIVITY APPS: Agenda Posting Center Minutes on Demand Intranet - Employee Portal Streaming Video Job Posting App Image Manager Link Checker Reservation Systems Menu Manager V Online Form Builder V Staff Directory .. Website Content Archiving Website Content Scheduling SITE ADMIN & SECURITY APPS I/ Audit Trail V History Log URL Redirect Setup I/ Roles and Permission -based Security Mode Secure Site Gateway Unique Login /Password for each Content Editor Web Statistics and Analytics Workflows by Department MOBILE DEVICE AND ACCESSIBILITY FEATURES I/ Font Size Adjustment V Alt -Tags V Responsive Website Design (RWD) — Latest Government Design Technology for to accommodate better viewing of text and graphics for any size screen, i.e. Smart phones, PC Tablets, iPads, iPhones, Windows and Android devices 141