HomeMy WebLinkAbout05-09-2016OFFICIAL PROCEEDINGS
CITY OF COLUMBIA HEIGHTS
CITY COUNCIL MEETING
MAY 9, 2016
The following are the minutes for the regular meeting of the City Council 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
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, Kevin Hansen; Public Works Director, Kelli
Bourgeois; HR Director /Assistant to the City Manager, Keith Dahl; Economic Development Manager, Elizabeth
Holmbeck; City Planner, Joe Kloiber; Finance Director and Katie Bruno; City Clerk /Council Secretary
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 Bobby & Steve's Auto world Youth
Foundation.
Jeff Bahe and Carolyn Greene presented the Mayor with a check for the All America City campaign in the
amount of $5,000. Mayor Peterson graciously accepted the donation. Bahe and Greene also donated 25
backpacks, on behalf of their partner Thrivent Financial.
B. Public Works week proclamation
Mayor Peterson read the proclamation, and presented it to Director Hansen.
C. Woodcrest Baptist Church Law Enforcement Day proclamation
Mayor Peterson read the proclamation. Councilmember Williams thanked Chief Nadeau for the positive
changes he has brought to the department.
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 25, 2016
MOTION: Move to approve the minutes of the City Council worksession of May 2, 2016
B. Accept Board and Commission Minutes
MOTION: Move to accept the minutes of the Charter Commission meeting of January 21, 2016
MOTION: Move to accept the minutes of the Library Board Meeting of April 6, 2016.
*Councilmember Schmitt commented that attachments referenced in the minutes were not included in the
packet.
MOTION: Move to accept the minutes of the Park & Recreation Commission meeting of March 23, 2016.
*Councilmember Schmitt questioned why only two of the three proposals were included. Director Hansen
explained two were very similar.
C. Accept Bids And Award Contract for Library Donor Wall, Project 1410
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. *Removed for Discussion
E. Authorize Capital Equipment Replacement of Unit 0051. *Removed for Discussion
F. Accept Change Order Package #2 for Library Package CP -2, City Project No. 1410.
*Removed for Discussion
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.
*Removed for Discussion
H. Market Wage Adjustments for Facility Maintenance Supervisor, Assistant Fire Chief, Assistant City
Engineer, and Police Captain. *Removed for Discussion
1. Cable Equipment Upgrades and System Maintenance Agreement with Marco. *Removed for Discussion
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. *Removed for Discussion
K. Approve Business License Applications
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 received
the list of claims paid covering check number 161012 through 161192 in the amount of
$ 1,795,384.14.
Councilmember Nawrocki requested items D, E, F, G, H, I and J be removed for discussion.
Motion by Councilmember Schmitt, seconded by Councilmember Murzyn, Jr. to approve the consent agenda
items A, 8, C, K and L. All Ayes, Motion Carried.
The following items were removed for discussion:
D. Authorization to Seek Bids for 2016 Sanitary Sewer Pipe Lining Project
Director of Public Works Kevin Hansen reported that Public Works annually budgets approximately $165,000
for sewer pipe lining to address pipe deficiencies. 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. District 3
extends from Reservoir Boulevard to Stinson Boulevard between 37th Avenue and 49th Avenue.
Councilmember Nawrocki questioned if there are any assessments associated with the project. Hansen stated
there are not. Councilmember Schmitt asked if this is the area we were being penalized from the MCS I & I
program. Director Hansen reported that was in Collection District 2, and currently the entire city has had
surcharge events.
Motion by Councilmember Murzyn, Jr., seconded by Councilmember Nawrocki to authorize staff to seek bids
for the 2016 Sanitary Sewer Pipe Lining Project to continue lining pipe in District 3. All Ayes, Motion Carried.
E. Authorize Capital Equipment Replacement of Unit 0051
Director of Public Works Kevin Hansen reported this purchase has been budgeted for in the 2016 budget. This
unit would be used for detail finish work, seal coat, patching and alley work. Staff is recommending replacing
Unit #0051 with a new Bomag 900 -50 from Ruffridge- Johnson Equipment for a cost of $16,900. There are only
two dealers that offer the Bomag unit.
Motion by Councilmember Nawrocki, seconded by Councilmember Murzyn, Jr. to authorize the replacement of
Unit #0051 and the purchase of one (1) new Bomag BW 900 -50 Roller from Ruffridge- 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. All Ayes, Motion Carried.
F. Accept Change Order Package #2 for Library Package CP -2, City Project No. 1410
Director of Public Works Kevin Hansen reported work on the new library is 95% complete on CP -1, and the
building is progressing with an anticipated completion date of June 2nd. During the course of p review and
during construction some items have been changed, added or modified requiring a change order to the
respective contracts. General Contractor, Ebert Construction has three change orders totaling $94,207.
Fire Protection, Mechanical, Cool Air Mechanical, Inc. has a change order 10,659. Electrical, Peoples Electric
Co. has a change order of $26,253.
Councilmember Schmitt asked for a total cost of the fireplace? Director Hansen reported the total is $59,000.
Councilmember Nawrocki asked if we are still within the budgeted amount. Hansen stated we are within the
budget, and still have $425,000 in contingencies.
Motion by Councilmember Williams, seconded by Councilmember Schmitt 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. All Ayes, Motion Carried
Motion by Councilmember Williams, seconded by Councilmember Schmitt 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. All Ayes, Motion Carried
Motion by Councilmember Williams, seconded by Councilmember Schmitt 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. All Ayes, Motion Carried
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
Director of Public Works Kevin Hansen reported this is an annual program that we do cooperatively with the
City of Minneapolis.
Motion by Councilmember Nawrocki, seconded by Councilmember Murzyn, Jr. to waive the reading of
Resolution 2016 -46, there being ample copies available for the public. All Ayes, Motion Carried
Motion by Councilmember Nowrocki, seconded by Councilmember Murzyn, Jr. 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. All Ayes, Motion Carried
H. Market Wage Adjustments for Facility Maintenance Supervisor, Assistant Fire Chief, Assistant City
Engineer, and Police Captain.
Councilmember Nawrocki asked if the Facilities Maintenance Supervisor is a new position. Kelli Bourgeois,
Human Resource Director /Assistant to the City Manager reported that position has been in effect since 2009.
Councilmember Nawrocki stated that he had asked for a copy of the League of MN Cities salary survey, and is
still waiting for it. Bourgeois stated that information is not public, and has invited anyone to meet with her to
review the data, the average salaries for the 4 positions being considered were shared. Nawrocki again stated
he would like the public to be able to view the salary survey as well, noting he would not vote in favor of the
item without seeing the survey. Councilmember Murzyn, Jr. asked where the money will come from.
Bourgeois reported there are funds available due to turnover and vacancies. Bourgeois stated she has talked
to each Division Head, and there will be enough funds available through staffing changes to cover the
increases for 2016. Councilmember Schmitt asked if the union wages could be adjusted mid -year if requested.
Bourgeois stated a contract re- opener is possible; however it would be more likely to review union wages
during contract negotiations, as has been the practice. Bourgeois reported market adjustments are done on
union positions as well, noting most recently for Fire Fighters and Sergeants. Schmitt questioned when the
last adjustment was completed for the 4 positions being considered. City Manager Walt Fehst stated he does
not recall it being done for 3 of the 4 positions and the other was probably 10 -12 years ago.
Councilmember Schmitt expressed concern with city staff connecting names to the positions. Bourgeois
explained these are not performance based increases; they are market based adjustments. It was noted that
in order to attract quality candidates, it is important to be in -line with salaries.
City Manager Walt Fehst reported that adjustments have not been made in years, and we need to consider
increasing salaries in order to attract the best candidates. Councilmember Schmitt suggested incremental
increases. Ms. Bourgeois reported the largest proposed increase is about $1,200 /month.
Motion by Councilmember Nawrocki to table the item. Motion failed for lack of a second.
Bourgeois explained the data base is very large, and not something that can be printed for distribution.
Councilmember Schmitt asked if councilmembers could be provided with access to the online report. City
Attorney Jim Hoeft explained the Leagues report is proprietary information, and will not permit it to be
printed and distributed. City Manager Fehst suggested council contact Ms. Bourgeois if they are interested in
reviewing the data.
Motion by Councilmember Williams, seconded by Peterson 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. 2 Ayes, 2 Nays, 1 Abstention. Motion Failed.
Ayes: Williams, Peterson. Nays: Schmitt, Murzyn, Jr, Abstention: Nawrocki.
I. Cable Equipment Upgrades and System Maintenance Agreement with Marco.
Human Resource Director /Assistant to the City Manager Kelli Bourgeois reported in the 2016 Cable Budget
$16,700 was budgeted for software and equipment upgrades including online application software and
hardware upgrades. The hardware would be purchased through Marco who is a state contract vendor. The
Marco quote also includes 16 hours of technical support plus travel time for a cost of $4,380.
Councilmember Schmitt asked who will be trained on the equipment. Ms. Bourgeois tightrope has conducted
training with the Assistant IS Director and administration staff, including the cable producer.
Councilmember Nawrocki questioned what will change from the current system. Bourgeois noted that many
of the changes will not be noticed by the public, it will be more dependable and secure.
Councilmember Schmitt asked if HD increased at the same rate is the SD options. Bourgeois confirmed that it
has increased as well. Councilmember Schmitt asked if portable equipment is an option, noting many events
would be nice to record. Bourgeois stated she has been talking with the cable producer looking for options.
Councilmember Schmitt suggested checking with the school district to see if they have equipment we could
borrow.
Motion by Councilmember Williams, seconded by Councilmember Schmitt 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. All Ayes, Motion Carried.
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.
Finance Director Joe Kloiber reported the LMCIT requires governments to determine if they will waive or not
waive the state's tort limits. Councilmember Nawrocki asked for a definition of tort limits. City Attorney Jim
Hoeft explained it refers to civil action against the City. The tort limits provide a cap on claims.
Motion by Councilmember Nawrocki, seconded by Councilmember Williams to declare that the City of
Columbia Heights does NOT waive the monetary limits on municipal tort liability under Minnesota Statutes,
section 466.04. All Ayes, Motion Carried.
S. PUBLIC HEARINGS
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.
City Planner Elizabeth Halmbeck reported this is the second reading of the Ordinance. Staff is proposing
changes 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 any new auto related
development.
Councilmember Nawrocki requested an update regarding the properties on 39th between Quincy & Jefferson.
Ms. Holmbeck reported City Staff will be working with the Fire Department in June to address any of the
properties that are out of compliance. Mayor Peterson stated he has noticed some improvement in the area.
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 Williams, seconded by Councilmember Murzyn, Jr. to approve Ordinance No. 1626,
amending City Code of 2005 relating to automotive related uses within the City of Columbia Heights. All Ayes,
Motion Carried.
Motion by Councilmember Williams, seconded by Councilmember Murzyn, Jr. to approve the Summary of
Ordinance No. 1626, for Official Publication. All Ayes, Motion Carried.
9. ITEMS FOR CONSIDERATION
A. Other Ordinances and Resolutions
B. Bid Considerations
C. New Business and Reports
a. Website Redesign Provider Authorization
Keith Dahl, Economic Development Manager reported that in March City Council approved 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. Two website
redesign proposals were received from CivicPlus and Revize, both of which are governmental web
development specialists.
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. After much
discussion and review, the Committee has selected Revize as the preferred web development specialist.
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.
Councilmember Nawrocki asked how this differs from the Marco contract. Mr. Dahl explained this is for
the website, Marco is for cable TV.
Councilmember Schmitt asked why only two proposals were considered. Dahl explained the City was
comfortable with two, as they are two of the largest providers. Dahl also noted we have a tight timeline,
because the current contract with CivicPlus expires November 11, 2016. Dahl explained the City's IS
department has certain specifications as well.
Councilmember Schmitt stated she is hesitant to vote for the item, as there are only two proposals.
City Manager Wait Fehst commented that city staff is comfortable with the layout and ease of use, noting
we could seek additional proposals if council chooses. Councilmember Nawrocki questioned why a
formal bid process was not followed. City Attorney Jim Hoeft explained that a formal bid or RFP are not
required due to the size of the project, and the fact that it is a professional services contract. City
Manager Walt Fehst commented that it is important to find a reputable company, which provides ease
for users.
Motion by Councilmember Williams, seconded by Councilmember Murzyn, Jr. 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.
Councilmember Schmitt stated she appreciates the two bids, however would have preferred more. She
also expressed concern with Revise's ability to keep us up to date in the future.
Councilmember Murzyn, Jr. made the comment that he has a high level of trust for our IS department's
recommendation.
3 Ayes, 2 Nays; Motion Carried.
Ayes: Peterson, Williams and Murzyn, Jr. Noys: Schmitt and Nawrocki.
10. ADMINISTRATIVE REPORTS
Councilmember Nawrocki announced the VFW Post 230 will be having their annual Memorial Day Service on
Monday, May 301h at 11:00 AM, on the corner of 40th Ave and Mill St.
Councilmember Nawrocki asked for an update on the sale of the existing library. Nawrocki noticed there is not
a for sale sign on the building.
Councilmember Nawrocki expressed disappointment with the current newsletter, stating it looks mixed -up.
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 Schmitt invited the public to the Library Farewell planned for Tuesday, May 17th. There will be
a family event from 10:30 -Noon, with an evening event as well.
11. CITIZENS FORUM
Frost Simula -1700 49th Ave NE stated he has a background in software engineering as well as project
estimating. Simula commented that the proposal overall is very good; noting the WCAG 2.0 (accessibility)
guidelines were not included. it was also suggested that the QA portion should occur at the end of the
timeline.
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Mayor Peterson thanked Bobby and Steve's Youth Foundation again for their generous donation to the All
America City fund. The Mayor reminded us to remember our service men and women, and our police officers
and fire fighters, and to keep them in our thoughts and prayers.
Meeting adjourned at 8:58 p.m.
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Respectively Submitted,
Katie Bruno, Council Secretary /City Clerk
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.
(Summary) Ordinance No. 1626
BEING AN ORDINANCE AMENDING CITY CODE OF 2005 RELATING TO AUTOMOTIVE RELATED USES WITHIN
THE CITY OF COLUMBIA HEIGHTS
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.