HomeMy WebLinkAbout06-01-2015 Work SessionCOLUMBIA b HEIGHTS
590 4oth Avenue NE, Columbia Heights, MN 55421-3878 (763)7o6 -3600 TDD (763) 7o6 -3692
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NOTICE OF WORKSESSIO
Meeting of:
Date of Meeting:
Time of Meeting:
Location of Meeting:
Mayor
Gary L. Peterson
Councilmembers
Robert A. Williams
Bruce Nawrocki
Donna Schmitt
John Murzyn
Cite Manager
Walter R. Fehst
Columbia Heights City Council
Monday June 1, 2015
7:00 PM (Following the EDA Meeting)
City Hall, Conference Room 1
1. Potential Changes to Interim Use Permit Requirements
2. Administrative Fines for Zoning Violations
3. Plan for Existing City Library Building
4. Solar Power for City Buildings
5. LaBelle Park Project: Change Order No. 1
6. Update on Grants (verbal report by Hansen)
• Library — MWMO ($600,000)
• MNDOT — HSIP for Central Avenue Lighting ($891,000)
• RCWD — Silver Lake Boat Landing Pond Recon ($53,000)
The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or
treatinent 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 handicapped 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 snake arrangements. (TDD /706 -3692 for deaf or hearing
impaired only).
Worksession
06 -01 -2015
COLUMBIA HEIGHTS CITY COUNCIL LETTER Item No. 1
Meeting of June 1, 2015
AGENDA SECTION: Work Session
ORIGINATING DEPARTMENT:
CITY MANAGER'S
NO:
Community Development
APPROVAL
ITEM: Interim Use Permit Revisions
BY: Joe Hogeboom, CD Director
BY:
DATE: May 27, 2015
BACKGROUND:
The Zoning Code currently allows "interim uses" in certain zoning districts through the issuance of an Interim Use
Pen-nit. Interim Use Permits are administered by the Planning and Zoning Commission. The Zoning Code currently
defines and allows the following interim uses:
• Outdoor Christmas Tree Sales (permitted in Commercial Districts)
• Outdoor Agricultural /Produce Sales (permitted in Commercial Districts)
• Fireworks Tents (permitted in Commercial Districts)
• Greenhouses (permitted in Residential and Commercial Districts)
In recent years, there has been an increase in the amount of temporary festivals and events throughout the City.
Examples include the recent Fire and Ice Plunge at Silver Lake, the upcoming Ecuadorian Festival at the Columbia
Heights Shopping Center, 4"' of July parking lot festivities along Central Avenue and outdoor tents to accommodate
Ramadan dining at numerous restaurants. The Zoning Code does not address these events. However, it is important
that the Fire Department, the Building Official and the Associate Planner review site plans and proposals for the
events to help identify safety and zoning concerns.
Requiring festivals, as well as certain temporary sale events, to obtain an Interim Use Permit through the Planning
and Zoning Commission is often unpractical, as the applicant would have to apply for the pen-nit at least one month in
advance of the event. Often staff, and even the applicants themselves, are unaware of specific details of temporary
events that far in advance of the event itself. Other events that are larger in scale, and occur on a regular yearly basis,
qualify for Conditional Use Permits, which only need to be applied for one time unless the size and scope of the event
were to change. This is currently how Ace Hardware's outdoor garden sales are administered.
RECOMMENDATION:
Staff recommends expanding the scope and definition of Interim Use Permits to include festivals and large outdoor
gatherings and tents, and allowing approval of Interim Use Permits to be granted administratively. This
recommendation would require several amendments to the Zoning Code and would need to be brought before the
Planning and Zoning Commission, as well as the City Council, for approval. Staff seeks further direction in pursuing
this matter.
COUNCIL ACTION:
Worksession
06 -01 -2015
COLUMBIA HEIGHTS CITY COUNCIL LETTER Item No. 2
Meeting of June 1, 2015
AGENDA SECTION: Work Session
ORIGINATING DEPARTMENT:
CITY MANAGER'S
NO:
Community Development
APPROVAL
ITEM: Administrative Fines for Zoning Violations
BY: Joe Hogeboom, CD Director
BY:
DATE: May 27, 2015
BACKGROUND:
Currently, if Zoning Code violations occur, and a property owner chooses not to remedy the situation, there are two
options for enforcement. The first option would be to issue a citation to the property owner or to the person responsible
for the violation. This is often difficult to do, as a state issued driver's license or identification card is needed to issue the
citation. Often, there is no person physically present at a site, so the issuance of a citation becomes impractical. The
second method of enforcement for a zoning violation is to pursue legal action against the property owner. This method is
very expensive for the City, and can take a long time to implement, and therefore does not result in the correction of the
original violation in a timely manner.
Minnesota state statute currently allows a third option for zoning enforcement, which involves the issuance of
administrative fines. Establishment of an administrative fine system enables staff to issue fines to individuals responsible
for zoning violations and grants the City Council the ability to serve as an administrative hearing board, should a fine be
challenged.
According to research conducted by the League of Minnesota Cities, cities that use an administrative enforcement
procedure experience a lower cost of enforcement and quicker resolutions to problems. Municipalities are required to set
the fine amount at $60 per infraction. Cities do have the ability to charge multiple fines over a period of time if a problem
is not addressed.
RECOMMENDATION:
Staff recommends creating a system that allows administrative fines to be issued for zoning violations. Creation of the
system would require two considerations of an ordinance by the City Council. Staff seeks further direction in pursuing this
option.
COUNCIL ACTION:
Worksession
CITY COUNCIL LETTER o6 -o1 -2015
Meeting of: June 8, 2015 Item No. 3
AGENDA SECTION: NO: . Consent, Number
ORIGINATING DEPT.: Public Works BY: Kevin Hansen DATE: May 29,2015
ITEM: Existing City Library Building
Background: In the current project schedule, the new Library is anticipated to be operational
by June of 2016. This will leave the exisitng building as a City asset with an undefined use.
Discussions in the past 3 years during the Library project have varied with various suggestions
on what to do with the existing Library once it is vacated. These have ranged from selling the
building, re -using the building as a public use, leasing the building, demolishing the building
and selling the land, or repurposing the building for another public or private use. Staff is at this
point is not recommending any direction on the future of the existing library building.
In order to determine a direction for what may be the best interest of the City for a use of the
existing building, staff recommends the following:
• Conduct a market analysis of the building to establish both potential end uses and a
value of the building for resale potential.
• Conduct a condition analysis of the structure and equipment in the building to establish
potential future costs if the City retains ownership of the building.
Having these two pieces of information would then provide the basis for a future discussion on
what is in the best interest of the City of Columbia Heights for the existing Library building.
Recommendation: Direct staff to prepare: 1. A market analysis for the exisitng library building
at 820 40th Street; 2. A condition analysis of the existing facility.
City Manager Approved By:
Worksession
CITY COUNCIL LETTER 06 -01 -2015 Item No. 4
Meeting of: June 8, 203.5
AGENDA SECTION: NO: . Consent, Number
ORIGINATING DEPT.: Public Works BY: Kevin Hansen DATE: May 29,2015
ITEM: Solar Power for City Buildings
Background: In the Facilities Maintenance Department, the Supervisor has been looking at
ways to reduce costs in the operations of our buildings. Some recent examples are the lighting
changeouts to LED in our liquor stores, integrating an energy management system for cooler
controls at Top Valu 1 & 2; coordinating the recomissioning efforts at the Public Safety Building
so that the complex geo- thermal system works as it should — summarized on the attached sheet.
Recently, he has been investigating solar power for City buildings.
Several cities, counties and schools have either installed solar power or are investigating the
addition of solar power in recent years. In Minnesota this is largely due to both Federal Tax
Credits or State Programs providing incentives for solar power. A large push is being made in
both 2015 and 2o16 as the solar programs are either being reduced or eliminated at the end of
2016.
Three programs are available for adding solar power to our City Buildings:
• Made in Minnesota
• Rooftop Solar
• Solar Gardens
Made in Minnesota is a state lottery based system providing rebates for equipment made in
Minnesota. The program is for smaller systems up to 4oKW. Staff applied for this program and
the liquor store at 4950 Central Avenue was selected by the State.
Rooftop Solar is a new program started in 2015 for larger systems from 1ooKW to 1,000KW
utilizing Xcel Energy capacity credits and demand charges.
In both of the programs above, there are no upfront costs to the City. A 3rd party investor
purchases and installs the systems and operates them within a specific timeframe: 10 years for
MIM, and 15 or 20 years for the Rooftop program. The City enters into a Power Purchase
Agreement with the 3 r party for the program timeframe, projected with a modest annual cost
savings. At the end of the term, the ownership of the panels is turned over to the City along with
the full energy benefits..
If the City is interested in the benefits of solar power the next step would be to conduct a
detailed engineering report which would review the rood structure; finalize the size of the
system at each building; design the electrical tie -in at each building; detail the project scope and
costs; create a Power Purchase Agreement and finalize the guaranteed savings under the
programs.
Attached is a powerpoint presentation that staff will review in detail at the June 15Y meeting.
Recommendation: Authorization to prepare an Engineering Report that would analyze the
feasibility of adding solar power at: Top Valu 1, the Public Safety Building, Public Works, and
the new Library.
Attachment: Solar presentation (ppt)
City Manager Approved By:
Public Safety
Re- commissioning building
Reprogram building automation
This reduced electric usage by $25,000 a year
Top Valu 1 and 2
Energy Management System
ECM fan motors, anti -sweat controls, building automation control
LED lighting retrofits
Height Liquor
ECM fan motors, anti -sweat controls, LED lights
Murzyn Hall
Reprogram building automation controls
LED light in main hall
Actual and Proiected vearlv savings
Public Safety:
$22,000 - 25,000
Top Value 1 & 2:
$32,000
Heights Liquor:
$2500
Murzyn Hall
$3000
Slide 1
Slide 2
Slide 3
Slide 4
Three Options to Install & get the benefit of Solar
Made in Minnesota program - started Jan 1, 2014
Rooftop Solar program - started Jan 1, 2015
Solar Garden program - started Ian 1, 2015
Bene0ts
Next Steps
Made in Minnesota
. lottery Based (1 out of 5 applications selected)
State of Minnesota Rebates far MIM panels
4950 Central was selected
3r° Party Ownership - No cost to the City
Power Purchase Agreement - Panels are leased from owner
(10 years)
City owns after term
Made In Minnesota
Owner insures and maintains the panels
After 10 years city gets full benefit of energy produced by the panels
and owns and maintains the panels
Program already used by Rogers, Champlin, Woodbury, Oakdale,
Maplewood, Crystal, Red Wing and other cities
Slide 5
Slide 6
Slide 7
Slide 8
How does the process work" Based an a 30OKW system s
aneb sit on Clay of
Electnayfmm panels gels used in the budding —
Monthly Xcel elecfdc hill goes down $34,400iyear
Xcel reduces monthly bdl by anelher $18,500 a yearfer Capacity Credit
Xcel reduces Demand Charges on monthly bills by $yW . y..,
City pays owner of panels Power Purchost Agreemenl Rata of $46.750 a yen'
City has net b—At of $7,050 n year
Roonop Based -new th -s year (1,1 15)
Pablic Solely Public Works, boraw (flat roofs)
System size behveen 100 kY! and 1,IN10 kW per Z
metes {bmldmg}
Uses %cel Energy Capacity Credits
3rd Puny ownership Noupt— lcosttothe
City
Power Purchase Agreamwnl- POneis nre leased
'
horn awn. (20 years)
City owns offer specified lam -20 or 15 yews
owner insures and malMamv the panels
? paeed Beta un
wy ced b+ pa nets
How does the process work" Based an a 30OKW system s
aneb sit on Clay of
Electnayfmm panels gels used in the budding —
Monthly Xcel elecfdc hill goes down $34,400iyear
Xcel reduces monthly bdl by anelher $18,500 a yearfer Capacity Credit
Xcel reduces Demand Charges on monthly bills by $yW . y..,
City pays owner of panels Power Purchost Agreemenl Rata of $46.750 a yen'
City has net b—At of $7,050 n year
Slide 9
Solar GC.aens -new fhayear (1, i/151
Off t,•e s,taryarden m an oat's, nr c•,n,y
1 Megowah
City "bscnph- w; ai6 he 1
owner n-- no bond: 0ordee
Nc coxt to
Manihly b,71 credit fo, 1/3 cv. nenh o sieFe
Slide 10
Slide 11
Ezplonng all three solar options
Combining the three options provides the mazlmum benefit to the City
Net cash benefit at almost $500 000 over 20 years
Net cash benefit of aver $5,700 000 over 50 years
M1M and R—fl p rnoaeJs became City owned panels
Solar garden subscription continues Inde finitely
All three options have 50 cost to the city ,
federal Investment Taz Credit goes from 30r= to 10% at the end of 2016
Slide 12
9
Slide 13
Slide 14
Slide 15
Slide 16
Engineering Study
Finalize solar sizes
Finalize solar production
Design electrical tie -ins
Finalize project scope and costs
Finalize 3p party tax ownership, +investor details
Review agreements and contracts for sources of risk
FlnaRze guaranteed costs and savings
Engineering Study
$10.000 Cost
No payment by City until Study is complete
1 of 3 things will result
If panels don't pay for themselves with no cost to City - Study is
Vold - No payment
If panels pay for themselves -City decides to not move forward
- Study Is billed
If panels pay for themselves & City moves forward - Study is
paid fnr ihro,.gh savings
Opportunity to get solar installed in the City with no upfront cost
to the iaxpayers (except for engineering study)
The City nets a savings of $17,000 a year to have solar installed
(Assumes all 4 buildings have solur)
After the terms are complete the panels are turned over to the
City
Achieves progress towards Green Step Cities goals
Demonstrates environmental stewardship in conjunction with
fiscal stewardship
Questions? i
ire
CITY COUNCIL LETTER Worksession o6 -01 -2015
Meeting of: June 8, 2015 Item No. 5
AGENDA SECTION: NO: . Consent, Number
ORIGINATING DEPT.: Public Works BY: Kevin Hansen DATE: May 28,2015
ITEM: LaBelle Park Project: Change Order No.1
Background:
In February the City Council awarded a contract in the amount of $378,954 for site improvement to
LaBelle Park as detailed in the Master Plan:
1. Removal(s) of the boardwalk / vertical sheetpiling / patio overlook area
2. Providing slope restoration
3. Bituminous trails relocation and construction.
4. Two infiltration ponds serving the parking lots off of 41St and 42nd Avenues
5. A small picnic shelter and arbors replacing the basketball court
6. Overall site landscaping
7. Sidewalk and steps
Due to the uncertainty in the bidding market at the time the plans were prepared, several add - alternates
were included. While all of the alternates were awarded, the only improvement not included from the
Master Plan was the lower overlook patio — as shown on the attached Master Plan document. Following
the bid award, the Park and Recreation Commission requested staff to prepare a plan and obtain pricing to
complete the lower overlook and bring it back to the Commission for consideration.
Attached is a detailed plan for the lower overlook based on the Master Plan. It has a walking area, natural
limestone bench seating, park benches, colored concrete and heavy landscaping both along the pond slope
and in the center patio area — creating "color" drifts. Much of the pricing was already bid in Odesa's
original bid. Pricing for ornamental fencing and Kasota limestone (product used in other parks) was
provided. The Change Order amount for this work is $37487•
The original project budget was $425,000 so the additional work can be added within the project budget.
At their May 271h regular meeting, the Park and Recreation Commission unanimously approved a
recommendation to the City Council to approve Change Order 1 in the amount of $37, 487 to Odesa II.
Recommended Motion: Move to authorize Contract Change Order No. 1 for City Project No. 13o6 to
Odesa II, LLC of Sauk Rapids, Minnesota in the amount of $37,487 for a new contract amount of $416,441.
Attachment: Lower Overlook Plan
City Manager Approved By:
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