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HomeMy WebLinkAbout01-08-2018 CCPColumbia Heights All-America Clq 11, 2016 1. CALL TO ORDER /ROLL CALL 0 CH COLUMBIA HEIGHTS www.columblaheightsmn.gov AGENDA CITY COUNCIL MEETING CITY HALL - COUNCIL CHAMBERS 59040 th AVE NE MONDAY, JANUARY 8, 2018 7:00 PM 2. INVOCATION Invocation provided by Bonnie Wilcox, First Lutheran 3. PLEDGE OF ALLEGIANCE Mayor Donna Schmitt Councilmembers Robert A. Williams John Murzyn, Jr. Connie Buesgens Nick Novitsky City Manager Walter R. Fehst 4. MISSION STATEMENT Our mission is to provide the highest quality public services. Services will be provided in a fair, respectful and professional manner that effectively address changing citizen and community needs in a fiscally - responsible manner. 5. APPROVAL OF 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 from Sister Cities 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 5 MOTION: Move to approve the minutes of the City Council meeting of December 11, 2017 B. Accept Board and Commission Meeting Minutes MOTION: Move to accept the Park & Recreation commission minutes from October 25, 2017 pg 21 C. Appointments to CH Volunteer Firefighters Relief Association Board of Trustees for 2018. pg 25 MOTION: Move to appoint Councilmember to the Columbia Heights Volunteer Firefighters Relief Association Board of Trustees for 2018. City of Columbia Heights City Council Agenda January 8, 2018 Page 2 D. Adopt Resolution 2018 -01 Designating Official Depositories for the City of Columbia Heights pg 26 MOTION: Move to waive the reading of Resolution 2018 -01, there being ample copies available to the public. MOTION: Move to adopt Resolution 2018 -01, being a resolution designating official depositories for the City of Columbia Heights. pg 29 E. Adopt Resolution 2018 -02 to Accept Certain Donations Received by the City of Columbia Heights MOTION: Move to waive the reading of Resolution 2018 -02 there being ample copies available to the public. MOTION: Move to adopt Resolution 2018 -02 being a resolution to accept certain donations received by the City of Columbia Heights. F. Designation of Legal Newspaper for 2018. p8 32 MOTION: to designate the Sun Focus as the City of Columbia Heights official legal newspaper for 2018. G. Appointment of Council Liaisons & Staff Assignments to City Boards & Commissions and pg 34 External Boards for 2018. MOTION: Move to waive the reading of Resolution No. 2018 -03, there being ample copies available to the public. MOTION: Motion to adopt Resolution No. 2018 -03, appointing liaisons to City Boards & Commissions, and External Boards. H. Appointment of members to the Economic Development Authority. pg 37 MOTION: Move to approve the mayor's appointment of Marlaine Szurek and Gerry Herringer to the EDA, each for a six year term. I. Appointment of Council President for 2018 MOTION: To appoint Councilmember as Council President for 2018 pg 38 J. Adopt Resolution 2018 -04 Accepting the Feasibility Report for State Aid Street pg 39 Rehabilitation Program and Ordering the Public Improvement Hearing, City Project No. 1805 MOTION: Move to waive the reading of Resolution 2018 -04, there being ample copies available to the public. MOTION: Move to adopt Resolution 2018 -04, being a resolution accepting the Feasibility Report for State Aid Street Rehabilitation Program, City Project No. 1805, and ordering the Public Improvement Hearing beginning at 6:15 p.m. on February 5, 2018. K. Adopt Resolution 2018 -05 Accepting the Feasibility Report for Zone 2 Street Seal Coat pg 50 Project and ordering the Public Improvement Hearing, City Project No. 1701 MOTION: Move to waive the reading of Resolution 2018 -05, there being ample copies available to the public. MOTION: Move to adopt Resolution 2018 -05, being a resolution accepting the Feasibility Report for Zone 2 Street Seal Coat, City Project No. 1701, and ordering the Public Improvement Hearing beginning at 6:00 p.m. on February 5, 2018. City of Columbia Heights January 8, 2018 City Council Agenda Page 3 L. Final Payment for Miscellaneous Concrete, Project No. 1700 pg 59 MOTION: Move to approve the final compensating change order and accept the work for 2017 Miscellaneous Concrete Repairs and Installations, City Project No. 1700, and authorize final payment of $1,229.12 to Create Construction, LLC of Maple Grove, Minnesota. M. Resolution 2018 -06 Accepting Federal Grant Passed - Through Columbia Heights pg 61 Independent School District 13 for certain youth recreation programs, and establishing the related budget in City Fund 262 Twenty -First Century Arts MOTION: Move to waive the reading of Resolution 2018 -06, there being ample copies available to the public. MOTION: Move to adopt City of Columbia Heights, Minnesota, Resolution 2018 -06, being a resolution, accepting a federal grant passed- through Columbia Heights Independent School District 13 for certain youth recreation programs, and establishing the related budget in City Fund 262 Twenty -First Century Arts. N. Public Works Blanket Orders for 2018 Purchases. MOTION: Move for approval to authorize staff to process blanket purchase orders in an amount not to exceed the 2018 budget amounts for: • De -icing salt for salt /sanding operations purchased off the State of Minnesota Purchasing Contract. • Fuel (unleaded and diesel) for City vehicles from the State of Minnesota Purchasing Contract and the Anoka County Cooperative Agreement. • Bituminous asphalt for patching /paving City streets and alleys from Commercial Asphalt, or City of St. Paul, or T.A. Schifsky & Son's. • Curb stop and service repairs for delinquent accounts and foreclosed properties. O. Approve Business License Applications MOTION: Move to approve the items as listed on the business license agenda for January 8, 2018. P. 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 168537 through 168952 in the amount of $1,940,097.79. MOTION: Move to approve the Consent Agenda items. 8. PUBLIC HEARINGS A. Adopt Resolution for Emergency Abatement - 50015th St NE MOTION: Move to close the public hearing and to waive the reading of Resolution 2018 -07, there being ample copies available to the public. MOTION: Move to adopt Resolution Number 2018 -07, being resolution of the City Council of the City of Columbia Heights declaring the property listed a nuisance and approving the emergency abatement of violations from the property pursuant to City Code section 8.206. 9. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions pg 69 pg 70 pg 72 pg 86 City of Columbia Heights City Council Agenda January 8, 2018 Paee 4 a. First Consideration of Ordinance No. 1645 — Pertaining to the Planning & Zoning Commission pg gg MOTION: Waive the reading of Ordinance No. 1645, there being ample copies available to the public. MOTION: Move to set the second reading of Ordinance No. 1645, being an ordinance establishing certain changes to the operational bylaws of the Planning and Zoning Commission, to January 22, 2018. B. Bid Considerations C. New Business and Reports 10. CITY COUNCIL AND ADMINISTRATIVE REPORTS Report of the City Council Report of the City Manager Report of the City Attorney 11. COMMUNITY FORUM At this time, individuals may address the City Council about any item not included on the regular agenda. Speakers are requested to come to the podium, sign their name and address on the form for the Council Secretary's record, and limit their comments to five minutes. Individuals are asked to state their name for the record. The City Council will listen to the brief remarks, ask clarifying questions, and if needed, request staff to follow up or direct the matter to be added to an upcoming agenda. Generally, the City Council will not take official action on items raised at the Community Forum at the meeting in which they are raised. 12. ADJOURNMENT ZA�� Walt Fehst, City Manager Auxiliary aids or other accommodations for disabled persons are available upon request when the request is made at least 48 hours in advance. Please contact the City Clerk at 763 - 706 -3611 or kbruno@columbiaheiAhtsmn.2ov, to make arrangements. OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS CITY COUNCIL MEETING DECEMBER 11, 2017 The following are the minutes for the regular meeting of the City Council held at 7:00 PM on Monday December 11, 2017 in the City Council Chambers, City Hall, 590 40th Ave. N.E., Columbia Heights, Minnesota 1. CALL TO ORDER /ROLL CALL Mayor Schmitt called the meeting to order at 7:02 p.m. Present: Mayor Schmitt, Councilmember Williams, Councilmember Buesgens, Councilmember Murzyn, Jr. and Councilmember Novitsky Also Present: Walt Fehst; City Manager, Jim Hoeft; City Attorney, Lenny Austin; Police Chief, John Larkin; Assistant Fire Chief, Joe Kloiber; Finance Director, Kevin Hansen; Public Works Director, Joe Hogeboom; Community Development Director, Elizabeth Holmbeck; City Planner, Keith Dahl; Economic Development Manager, and Katie Bruno; City Clerk /Council Secretary 2. INVOCATION Invocation provided by Bill Hugo, St Matthew Church 3. PLEDGE OF ALLEGIANCE 4. MISSION STATEMENT, Read by Mayor Schmitt. Our mission is to provide the highest quality public services. Services will be provided in a fair, respectful and professional manner that effectively address changing citizen and community needs in a fiscally - responsible and customer friendly manner. 5. APPROVAL OF AGENDA Motion by Councilmember Buesgens, seconded by Councilmember Novitsky to approve the agenda as presented. All Ayes, Motion Carried. 6. PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS Presentation of Proclamation to Pastor Dan Thompson, Heights Church Mayor Schmitt read the proclamation highlighting many of Pastor Thompson's contributions to the community over the years. Pastor Dan gratefully accepted the proclamation. 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 November 27, 2017 MOTION: Move to approve the minutes of the City Council work session, December 4, 2017 B. Accept Board & Commission Meeting Minutes MOTION: Move to accept the Planning & Zoning Commission minutes from November 8, 2017 City Council Minutes December 11, 2017 Page 2 of 16 MOTION: Move to accept the Library Board minutes from November 1, 2017 MOTION: Move to accept the EDA minutes from November 6, 2017 MOTION: Move to accept the EDA minutes from November 27, 2017 C. Establishing polling places for the 2018 Election MOTION: Move to wave the reading of Resolution No. 2017 -132, there being ample copies available to the public. MOTION: Motion to adopt Resolution No. 2017 -132, establishing Precinct and Polling locations for 2018 Election Year. D. Adopt Resolution 2017 -134 updating Income Limit for Senior Citizen Utility Rates MOTION: Move to waive the reading of Resolution 2017 -134, there being ample copies available to the public. MOTION: Move to adopt Resolution 2017 -134, being a resolution updating the income limit for senior citizen utility rates. E. Adopt Resolution 2017 -133 Establishing Senior Citizens or Retired & Disabled Persons Hardship Special Assessment Deferral MOTION: Move to waive the reading of Resolution No. 2017 -133 there being ample copies available to the public. MOTION: Move to adopt Resolution No. 2017 -133, being a resolution establishing a new maximum income of $34,700 for Senior or Retired and Disabled Persons to be eligible for special assessment deferral. F. Extension of GIS Range Rider Contract MOTION: Move to approve a one -year extension to the GIS Joint Powers Agreement in the amount of $23,700; and, authorize the Mayor and City Manager to enter into an agreement for the same. G. Installation of Two -Way Stop Signs On Madison Street At 42nd Avenue *Removed for discussion H. Amendment Consideration of the Fiscal Year 2017 Planning & Inspections Fund Budget MOTION: Move to waive the reading of Resolution 2017 -136, there being ample copies available to the public. MOTION: Move to approve Resolution No. 2017 -136, a resolution of the City Council for the City of Columbia Heights, Minnesota, authorizing an amendment to the Fiscal Year 2017 Planning & Inspections Fund budget. I. Approve Resolution 2017 -135 Amending 2017 Budget (re Transfer of Funds) MOTION: Motion to waive the reading of Resolution No. 2017 -135, being a resolution amending the 2017 budget to use certain additional revenue, there being ample copies available to the public. MOTION: Motion to adopt Resolution 2017 -135 being a Resolution amending the 2017 budget to use certain additional revenue. J. Resolution 2017 -137 Authorizing the City of Columbia Heights to Enter into Agreement No. 1029933 With MnDOT to Act as the City's Agent in Accepting Federal Funds MOTION: Move to waive the reading of Resolution No. 2017 -137 there being ample copies available City Council Minutes December 11, 2017 Page 3 of 16 to the public. MOTION: Move to adopt Resolution No. 2017 -137, being a resolution authorizing the City of Columbia Heights to enter into Agreement No. 1029933 authorizing MnDOT to act as the City's Agent in accepting Federal funds for Federal Aid projects initiated by the City. K. Consideration of approval of attached list of rental housing applications. MOTION: Move to approve the items listed for rental housing license applications for December 11, 2017, in that they have met the requirements of the Property Maintenance Code. L. Approve Business License Applications MOTION: Move to approve the items as listed on the business license agenda for December 11, 2017. M. 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 168278 through 168536 in the amount of $1,507,785.43 Motion by Councilmember Williams, seconded by Councilmember Buesgens to approve the Consent Agenda items as amended. All Ayes, Motion Carried. The following item was removed for discussion: G. Installation of Two -Way Stop Signs on Madison Street at 42nd Avenue Kevin Hansen, Public Works Director reported the Traffic Commission has considered this request both in 2016 and 2017. At both meetings the Commission recommended denial of the request. Hansen reported the number of accidents at the intersection meet the criteria for guidelines established in the Minnesota Manual of Uniform Traffic Control Devices (MMUTCD). Hansen indicated a letter was received from Betty Thomas, a resident in the 4200 block of Madison St NE, opposing traffic control at the intersection. Lenny Austin, Police Chief attended the recent Traffic Commission meeting, and indicated he supports the recommendation of the Public Works Director. Mayor Schmitt questioned why the Traffic Commission did not follow the guidelines established by the MMUTCD. Austin indicated the commission felt that the number of stop signs on the west side of Central Avenue disrupts the traffic flow. Councilmember Novitsky was in favor of traffic control. He attended the Traffic Commission meeting and reported the commission is hesitant to approve traffic control at every intersection, because additional signs may contribute to ignorance by drivers. Polly Philblad -4151 Madison St NE reported she has witnessed multiple accidents at the intersection. She expressed her concerns with the number of accidents; both for the safety of drivers and pedestrians and for the costs associated. Ms. Philblad reported this request meets six of the MUTCD guidelines for installing stop or yield signs. Amber Burnett -4208 7th St NE indicated stop signs were recently installed in her neighborhood, and she has noticed a huge improvement. City Council Minutes December 11, 2017 Page 4 of 16 Motion by Councilmember Buesgens, seconded by Councilmember Murzyn, Jr. to install two -way 'STOP" signs at the intersection of Madison Street and 42nd Avenue, stopping north and south bound traffic on Madison Street. All Ayes, Motion carried. 8. PUBLIC HEARINGS A. Consideration of declaration of a nuisance and abatement of violations within the City of Columbia Heights is requested regarding the property at 3989 Central Avenue NE for failure to meet the requirements of the Residential Maintenance Code. John Larkin, Assistant Fire Chief reported the retaining wall on the property is in disrepair, and has been an ongoing issue with multiple owners. Motion by Councilmember Buesgens, seconded by Councilmember Murzyn, Jr. to close the public hearing and to waive the reading of Resolution Number 2017 -131, there being ample copies available to the public. All Ayes, Motion carried. Motion by Councilmember Buesgens, seconded by Councilmember Williams to adopt Resolution Number 2017 -131, being resolution of the City Council of the City of Columbia Heights declaring the property listed a nuisance and approving the abatement of violations from the property pursuant to City Code section 8.206. All Ayes, Motion carried. B. Resolution No. 2017 -129, a Conditional Use Permit for a religious facility /place of worship on the property located at 3836 Stinson Blvd. Elizabeth Holmbeck, City Planner reported Keith Anderson has submitted a request for a Conditional Use Permit to allow a Religious Facility /Place of Worship to operate on the property located at 3836 Stinson Blvd. NE. The applicant is proposing to build a 14,152 sq. ft. building, which will house a 202 person capacity sanctuary, as well as office spaces, a gymnasium, kitchen, education room, lounge and indoor and outdoor gathering spaces. The applicant went before the Planning and Zoning Commission on December 5, 2017 with their request for a Conditional Use Permit and Site Plan Review (associated with construction of the church). The Planning and Zoning Commission unanimously voted to recommend that the City Council approve the proposed Conditional Use Permit. Mayor Schmitt suggested a change in the wording be made in condition #23 of the resolution as follows: All accessory residential, school or day care uses shall be subject to the provisions of this -eFtieI< the zoning code. Councilmember Buesgens asked if there are intentions to operate a school or daycare. Holmbeck indicated the conditions are part of our current ordinance, and any future requests would require council consideration to amend the use. Keith Anderson, representing Minnesota Family Church confirmed there are no intentions to operate a school or day care. Mayor Schmitt questioned if they are changing their name from the Minneapolis Family Church to the Minnesota Family Church. Mr. Anderson indicated they are, because they will no longer be in the city of Minneapolis. Mayor Schmitt questioned if a fence would be installed on the south side for screening. Mr. Anderson indicated vegetation is planned, but would be willing to install a fence. Mayor Schmitt prefers a fence, because of the garden level windows in the adjacent apartment building. Councilmember Buesgens, Williams, and Novitsky agreed vegetation would be preferred. Jim Hoeft, City Attorney 8 City Council Minutes December 11, 2017 Page 5 of 16 stated the ordinance gives staff discretion between landscaping and /or fencing options. Councilmember Murzyn, Jr. reported the Planning & Zoning Commission suggested additional worship services be added if one service becomes too busy. Motion by Councilmember Williams, seconded by Councilmember Novitsky to waive the reading of Resolution No. 2017 -129, there being ample copies available to the public. All Ayes, Motion carried. Motion by Councilmember Buesgens, seconded by Councilmember Murzyn, Jr. to approve Resolution No. 2017 -129, being a resolution approving a Conditional Use Permit subject to certain conditions of approval, with the following change to Condition #23; All accessory residential, school or day care uses shall be subject to the provisions ofe the zoning code. All Ayes, Motion carried. C. Resolution 2017 -130 adopting a budget for the year 2018, setting the city levy, approving the HRA levy, and approving a tax rate increase. Joe Kloiber, Finance Director reported the council has held four work sessions since August discussing the 2018 Budget. Through that review, three modifications to the proposed 2018 budget were identified: 1. Increase General Fund expense $36,000 to carryover unused 2017 funding for repair of the Murzyn Hall parking lot. This will be combined with other funding in the proposed 2018 budget, to create a parking lot project of $72,000 to be completed in 2018. 2. Increase Special Projects Fund expense $70,000 to contract for a public safety staffing study in 2018. 3. Decrease Sewer fund expense $29,000 to reduce the preliminary estimate for 2018 sewage disposal costs to the actual amount that will be billed by Met Council Environmental Services. Apart from these three items, the resolution is the same as the proposed budget approved by the city council in September. Certain additional reclassifications between budget line items were identified in Public Safety and Community Development. This budget, based on direction from the city council, existing contract obligations, and other factors, increases the city's gross property tax levy $529,000 or 4.9% for 2018. Kloiber explained the gross levy includes both the share of taxes paid by Columbia Heights taxpayers and the Area -Wide Fiscal Disparities Subsidy. In 2018, the subsidy will temporarily decrease by $182,000. Consequently, the local taxpayers' increase for 2018 will be $529,000 plus $182,000; a total of $711,000. Approximately $200,000 of this increase will be effectively rebated to the local taxpayers in 2019 when the subsidy is restored. Malcom Watson -1717 49th Ave NE asked when the Anoka County Board of Appeals meeting will be. Manager Fehst indicated that has not been scheduled yet, it will be in the spring of 2018. Watson questioned the total tax base for 2017 and 2018. Kloiber indicated the levy is not based on mill rates, but could get that information following the meeting. Bruce Nawrocki -1255 Polk Place suggested not adding additional staff in the Planning Department. Director Kloiber clarified that the Communications Coordinator position will be supported partially from the administration budget (50 %) and partially from the cable commission budget (50 %). City Council Minutes December 11, 2017 Page 6 of 16 Phillip Zuidema -4945 Pennine Pass indicated he was surprised to see a 20% increase in his proposed tax, indicating this is too much for retired people to deal with. Manager Fehst suggested Mr. Zuidema attend the Board of Equalization meeting in the spring. Bill Antzaras -4158 6th St NE questioned how the value of a property is determined. Director Kloiber stated the County Assessor visits properties once every five years, they look at property condition as well as size. Between assessments, the County looks at sales in the area. Mr. Antzaras reported he has spoken to the County Assessor. Manager Fehst suggested Mr. Antzaras attend the Board of Equalization meeting in the spring to explain his situation. Mayor Schmitt suggested he call the County prior to the meeting in the spring. Motion by Councilmember Buesgens, seconded by Councilmember Williams to waive the reading of Resolution 2017 -130, there being ample copies available to the public. All Ayes, Motion carried. Motion by Councilmember Buesgens, seconded by Councilmember Novitsky to close the public comment and adopt Resolution 2017 -130, being a resolution adopting a budget for the year 2018, setting the city levy, approving the HRA levy, and approving a tax rate increase. All Ayes, Motion carried. Mayor Schmitt commented that taxes have increased overall, and reminded residents to look into a property tax rebate. 9. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions B. Bid Considerations C. New Business and Reports 10. CITY COUNCIL AND ADMINISTRATIVE REPORTS Councilmember Novitsky attended the Holiday Train event, Coffee with a Cop at Church of All Nations, and the Maker Club at the library. He also chaperoned the North Park Elementary 5th graders to the Science Museum. Councilmember Murzyn, Jr. extended congratulations to Troy Vaughn, our newest police officer. Councilmember Williams reported the library board will oversee a Library Art Committee. Williams reported he received favorable comments regarding the Public Works department. Manager Fehst agreed, indicating Director Kevin Hansen is an asset to the City. Councilmember Buesgens attended the swearing in ceremony for officer Troy Vaughn, the Holiday Train event, and a Hamilton tunes event at Community Grounds. Buesgens reported milkweed has been planted at Prestemon Park. 10 City Council Minutes December 11, 2017 Page 7 of 16 City Manager Walt Fehst reported the new street lights along Central Ave will be lit up this week. Manger Fehst also attended the Holiday Train event. Gratitude was expressed to all city staff, and he announced the Annual Employee Appreciation Lunch will be on Wednesday December 13th. Holiday greetings were extended. Mayor Schmitt rang the bell for the Salvation Army with the Kiwanis Key Club, attended a Christmas concert at First Lutheran Church, Coffee with a Cop, the Bridgeview Holiday Bazaar, the swearing in ceremony for officer Troy Vaughn, and a Founders Day Festival for Quito, Ecuador. The Holiday Train event was well attended and ran very well. Holiday greetings were extended. Mayor Schmitt asked for an update on Keyes Park. Manager Fehst reported the Recreation Director would like to maintain a small t -ball field, incorporated into the soccer field. Mayor Schmitt reported the sliding hill will be open this winter. Mayor Schmitt reminded residents to check with the City if they are considering renting their property for the "big game" on February 4, 2018. City Attorney Jim Hoeft explained our current code does not address an Airbnb situation, any rental would require a license from the City. Hoeft announced he is beginning his 24th year with the City, and commented that the staff in Columbia Heights is excellent. Holiday wishes wee extended. 11. CITIZENS FORUM 12. ADJOURNMENT Motion by Councilmember Murzyn, Jr. seconded by Councilmember Buesgens to adjourn. All Ayes, Motion carried, Motion Carried. Meeting adjourned at 8:57 p.m. Respectively Submitted, Katie Bruno, Council Secretary /City Clerk RESOLUTION NO. 2017 -129 A resolution of the City Council for the City of Columbia Heights, Minnesota, approving a Conditional Use Permit for a Religious Facility /Place of Worship on the property located at 3836 Stinson Blvd. NE. Whereas, a proposal (Case # 2017 -1201) has been submitted by Keith Anderson on behalf of the Minnesota Family Church and Holy Spirit Association for the Unification of World Christianity, to the City Council requesting a Conditional Use Permit from the City of Columbia Heights at the following site: ADDRESS: 3836 Stinson Blvd. NE., Columbia Heights, MN 55421 (PID: 36- 30 -24 -44 -0007) LEGAL DESCRIPTION: On file at City Hall. 11 City Council Minutes December 11, 2017 Page 8 of 16 THE APPLICANT SEEKS THE FOLLOWING: A Conditional Use Permit per Code Section 9.104 (H), to allow for a religious facility /place of worship on the property located at 3836 Stinson Blvd. NE. Whereas, the Planning and Zoning Commission held a public hearing as required by the City Zoning Code on December 5th, 2017; Whereas, the City Council has considered the advice and recommendations of the Planning and Zoning Commission regarding the effect of the proposed Conditional Use Permit upon the health, safety, and welfare of the community and its Comprehensive Plan, as well as any concerns related to compatibility of uses, traffic, property values, light, air, danger of fire, and risk to public safety in the surrounding areas; Now, therefore, be it resolved, 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 Section 9.104 (H) of the Zoning Ordinance outlines nine conditions that must be met in order for the City Council to grant a Conditional Use Permit. They are as follows: (a) The use is one of the conditional uses listed for the zoning district in which the property is located, or is a substantially similar use as determined by the Zoning Administrator. (b) The use is in harmony with the general purpose and intent of the Comprehensive Plan. (c) The use will not impose hazards or disturbing influences on neighboring properties. (d) The use will not substantially diminish the use of property in the immediate vicinity. (e) The use will be designed, constructed, operated and maintained in a manner that is compatible with the appearance of the existing or intended character of the surrounding area. (f) The use and property upon which the use is located are adequately served by essential public facilities and services. (g) Adequate measures have been or will be taken to minimize traffic congestion on the public streets and to provide for appropriate on -site circulation of traffic. (h) The use will not cause a negative cumulative effect, when considered in conjunction with the cumulative effect of other uses is the immediate vicinity. (i) The use complies with all other applicable regulations for the district in which it is located. 12 City Council Minutes December 11, 2017 Page 9 of 16 Further, be it resolved, that the attached plans, maps, and other information shall become part of this Conditional Use Permit and approval; and in granting this Conditional Use Permit the City and the applicant agree that this permit shall become null and void if the project has not been completed within one (1) calendar year after the approval date, subject to petition for renewal of the permit. The Conditional Use Permit is subject to certain conditions of approval that have been found to be necessary to protect the public interest and ensure compliance with the provisions of the Zoning and Development Ordinance, including: CONDITIONS 1. The building and site shall meet all requirements found in the Fire Code and the Building Code. 2. All other applicable local, state, and federal requirements shall be met at all times. 3. All City Storm Water Management requirements, as well as Rice Creek Watershed requirements, shall be achieved for this property. Provide the City with a copy of required Rice Creek Watershed permit including any review comments prior to site grading beginning. 4. Site and elevation plans included in this submittal, dated November 3, 2017 shall become part of this approval. An approved site plan may not be changed or modified without the approval of the City Zoning Administrator. If the proposed change is determined by the Zoning Administrator to be minor in nature, a revised site plan may not be required. In all other cases, a revised site plan shall be submitted for review and approval in accordance with this section. The approval of a site plan by the Planning and Zoning Commission shall be valid for a period of one year. 5. Trash and /or recycling collection areas shall be enclosed on at least three sides by an opaque screening wall or fence no less than six feet in height. The open side of the enclosure shall not face any public street or the front yard of any adjacent property. 6. Mechanical equipment shall be placed and /or screened so as to minimize the visual impact on adjacent properties and from public streets. Screening may be accomplished through the use of walls or other design features that are architecturally compatible with the principal structure, screening vegetation, integrated parapet walls of sufficient height, or other means as approved by the Zoning Administrator. 7. All exterior lighting shall be downcast so as not to adversely impact neighboring residential properties. The applicant must submit a detailed lighting plan showing fixture type, wattage, light source, location and elevation along with site point by point showing footcandles. The plan shall be submitted to the Building Official for review prior to construction. 8. The Parking lot (along south side of property from McKinley St. to Stinson Blvd.) shall be screened between the adjacent residential building, (setback area) with fencing and /or landscaping no less than six feet in height that is 80% opaque on a year round basis. 9. All setback areas shall be landscaped with grass, vegetation or other landscape material. The front yard setback area (along Stinson Blvd. and McKinley Street) shall have a vegetative screen no less than 30 inches in height that is 80% opaque on a year round basis. 10. The Developer shall meet the requirements outlined in the attached report from the Public Works Director /City Engineer, dated November 28, 2017. 11. The applicant will enter in to a Development Agreement with the City of Columbia Heights, which will govern construction methods and timing, as well as the establishment of public and quasi - public infrastructure. The Development Agreement must be approved by the City of Columbia Heights before construction can commence. The Developer must satisfy engineering and site development requirements outlined in the Development Contract for to be approved by the City Council at a later date, and prior to construction. 12. A location on the subject property must be designated for snow removal. All snow storage is strictly prohibited from being stored in or on top of the storm water ponding area. 13. The attached Landscape Plan, dated November 3, 2017, indicates landscaping improvements to the site. All landscaping indicated on the submitted landscape plan and established under condition 8 and 9 above, will 13 City Council Minutes December 11, 2017 Page 10 of 16 be installed no later than 4 months after the building is operational, or from such time a Certificate of Occupancy is issued. 14. Stop signs will be added at the development driveway exit(s). 15. A Fire Suppression System shall be installed in accordance with (NFPA) National Fire Protection Association, (Chapter 13). A plan must be submitted to the Building Official for review prior to construction. 16. The existing pylon sign located on the east side of the subject property must be removed and replaced with a code compliant monument sign. A sign permit shall be submitted to the Community Development Department for review and must be obtained to install the monument sign. The monument sign must be installed no later than 4 months after the building is operational, or from such time a Certificate of Occupancy is issued. 17. The applicant is responsible for writing and recording easements over the drainage and utilities, storm water retention pond, and public trail. Easements must be recorded with the Anoka County Recorder's Office. The Site Plan must be updated to reflect the easements. A copy of recorded easements must be submitted to the City. 18. No parking is allowed on Stinson Blvd. Any overflow parking must be on McKinley St., when on- street parking is permitted. If parking and on -site traffic circulation becomes an issue, the applicant will submit a traffic management and parking plan to the Director of Public Works for review. 19. The facility shall be served by a minor collector or higher functional classification of roadway. 20. The parcel upon which the use is located shall have a lot area no less than four times the area of the building footprint. 21. To the extent practical, new construction or additions to existing buildings shall be complementary and compatible with the scale and character of the surroundings and exterior materials shall be compatible with those used in the immediate neighborhood. 22. 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. 23. All accessory residential, school or day care uses shall be subject to the provisions of the zoning code. RESOLUTION 2017 -130 ADOPTING A BUDGET FOR THE YEAR 2018, SETTING THE CITY LEVY, APPROVING THE HRA LEVY, AND APPROVING A TAX RATE INCREASE. Now, therefore, in accordance with all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: ORDER OF COUNCIL Section A. The budget for the City of Columbia Heights for the year 2018 is hereby approved and adopted with appropriations for each of the funds listed below. The estimated gross revenues to fund the budget for the year 2018, including general ad valorum tax levies and use of fund balances, are also as listed below. Section B. The following sums of money are levied for the current year, collectable in 2018 upon the taxable property in said City of Columbia Heights, for the following purposes: Estimated General Fund Levy 9,481,000 Estimated Library Levy 919,244 Estimated EDA Fund Levy 220,100 Total 10,620,344 Section C. The City Council of the City of Columbia Heights hereby approves the Housing and Redevelopment Authority Tax Levy for the fiscal year 2018 in the amount of $224,592. 14 City Council Minutes December 11, 2017 Page 11 of 16 BE IT FURTHER RESOLVED: That the County Auditor is authorized to fix a property tax rate for taxes payable in the year 2018 that is higher than the tax rate calculated for the City for taxes levied in 2016 collectable in 2017. BE IT FURTHER RESOLVED: That the City, pursuant to Resolution 2015 -07, will call and redeem on February 1, 2018, all outstanding bond principal and interest payments on General Obligation Bond Series 2008B, and that the County Auditor is authorized to cancel the related Bond Levy in its entirety for taxes payable in 2018 and all subsequent years. BE IT FURTHER RESOLVED: That the City has adequate fund balances and reserves to pay bond principal and interest payments on General Obligation Bond Series 2009A in the amount of $10,000 and that the County Auditor is authorized to cancel $10,000 of the related Bond Levy for taxes payable in 2018, leaving a balance of $227,349 to be levied for taxes payable in 2018 for Series 2009A. BE IT FURTHER RESOLVED: That the City has adequate fund balances and reserves to pay bond principal and interest payments on General Obligation Bond Series 2015A in the amount of $270,000 and that the County Auditor is authorized to cancel $270,000 of the related Bond Levy for taxes payable in 2018, leaving a balance of $214,667 to be levied for taxes payable in 2018 for Series 2015A. BE IT FURTHER RESOLVED: That the City has adequate fund balances and reserves to pay bond principal and interest payments on General Obligation Bond Series 2017A in the amount of $329,989 and that the County Auditor is authorized to cancel $329,989 of the related Bond Levy for taxes payable in 2018, leaving a balance of $0 to be levied for taxes payable in 2018 for Series 2017A. BE IT FURTHER RESOLVED: That the City has adequate fund balances and reserves to pay bond principal and interest payments on General Obligation Bond Series 2017B in the amount of $300,000 and that the County Auditor is authorized to cancel $300,000 of the related Bond Levy for taxes payable in 2018, leaving a balance of $262,553 to be levied for taxes payable in 2018 for Series 2017B. The Finance Director /Treasurer is hereby instructed to transmit a certified copy of this resolution to the County Auditor of Anoka County, Minnesota. RESOLUTION NO. 2017 -131 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 500 LLC (Hereinafter "Owner of Record "). Whereas, the owner of record is the legal owner of the real property located at 3989 Central Avenue N.E., Columbia Heights, Minnesota. 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 November 14, 2017. 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: 15 City Council Minutes December 11, 2017 Page 12 of 16 FINDINGS OF FACT 1. That on October 9, 2017, 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 November 9, 2017, 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 November 30, 2017, 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. Shall repair bricks falling off of north side of building. 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 3989 Central Avenue 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 3989 Central Avenue 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 2017 -132 ESTABLISHING PRECINCT AND POLLING LOCATIONS FOR 2018 ELECTION YEAR WHEREAS, Minnesota Statute 20413.16, subd. 1 requires the governing body of each municipality to designate by ordinance or resolution each year no later than December 31St, polling places for each election precinct; and WHEREAS the polling places designated by resolution in December of each year are the polling places to be used for elections in the following calendar year. NOW THEREFORE BE IT RESOLVED that the polling locations to be used for municipal precincts in calendar year 2018 are as follows: 16 City Council Minutes December 11, 2017 Page 13 of 16 Precinct 1 John P. Murzyn Hall 530 Mill St NE Precinct 2 Immaculate Conception Church 4030 Jackson St NE Precinct 3 Columbia Heights Library 3939 Central Ave NE Precinct 4 Highland Elementary School 1500 49th Ave NE Precinct 5 First Lutheran Church 1555 401h ave NE Precinct 6 Highland Elementary School 1500 49th Ave NE Precinct 7 Valley View Elementary School 800 49th Ave NE Precinct 8 Valley View Elementary School 800 49th Ave NE BE IT FURTHER RESOLVED that the Columbia Heights City Council directs the clerk to make all necessary notifications and preparations for elections held in 2018 as required by MN Statute, Rule and Administrative Policy of the City. RESOLUTION NO. 2017 -133 A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS, immediate payment of special assessments or installments on special assessments cast an undue hardship on some persons owning homestead properties who are 65 years of age or older or retired by virtue of a permanent and total disability for whom it would be a hardship to make payments, and WHEREAS, Minnesota Statutes 435.193 — 435.195 makes it possible for a home rule charter city to pass a resolution establishing standards and guidelines for determining the existence of a hardship and for determining the existence of a disability. 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. This deferral procedure shall apply only to assessments which are payable in five or more annual installments. 2. This deferral procedure shall apply only to property owned and occupied by the elderly, retired, or disabled applicant. Ownership and occupancy must be the same nature as would qualify the applicant for a homestead exemption for tax purposes. 3. This deferral procedure shall apply only to homestead property owned by a person 65 years of age or older or retired by virtue of a permanent and total disability for whom it would be a hardship to make payments. Permanent and total disability shall have the same definition for purposes of assessment deferral as is used for social security purposes. 4. This deferral procedure shall not be construed as to prohibit the determination of hardship on the basis of exceptional and unusual circumstances not covered by the standards and guidelines herein so long as determination is made in a nondiscriminatory manner and does not give the applicant an unreasonable preference or advantage over other applicants. 5. In order to obtain a deferral of an assessment, the homeowner must make application on the forms prescribed by the City Clerk. 6. The option of the homeowner to defer the payment of special assessments shall terminate and all amounts accumulated plus applicable interest shall become due and payable upon the occurrence of any of the following events: a. the death of the owner, provided that the spouse is not otherwise eligible for benefits hereunder; b. the sale, transfer or subdivision of the property or any part thereof; c. if the property should for any reason lose its homestead status; or d. if for any reason the City shall determine that there would be no hardship to require immediate or partial payment. 17 City Council Minutes December 11, 2017 Page 14 of 16 7.No deferral may be granted unless the homeowner makes application to the City Clerk within thirty (30) days after adoption of the assessment by the Council. 8.The deferral shall apply to only 50% of the annual installment payment. If the 50% is not paid in a timely manner, the balance of the annual installment along with all future installments shall become immediately due and payable. 9.No deferral shall be granted to any owner who has a gross annual household income from all sources in excess of $34,700. 10.No deferral may be continued from year to year unless the owner shall file a renewal application before September 15th of each year. 11.No special assessment may be deferred for a period longer than the time set by the Council as the time over which the project is to be assessed. 12.Interest on deferred assessments shall be at the rate set by the Council in its resolution adopting the assessment roll, and such interest shall be added to the amount deferred and shall be paid in accordance with Minnesota Statute 435.195 and this Resolution RESOLUTION NO. 2017 -134 A resolution of the City Council for the City of Columbia Heights, Minnesota, establishing eligibility standards for senior citizen utility rates. Now, therefore, in accordance with all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: ORDER OF COUNCIL WHEREAS, the City Council has previously established eligibility standards for senior citizen rates for refuse service, sewage disposal, storm water and water supply; and WHEREAS, it has been the City's practice to maintain uniform eligibility standards whenever possible: NOW, THEREFORE, BE IT RESOLVED by the City of Columbia Heights as follows: That anyone over 62 years of age with a maximum household income of $34,700 will be eligible for reduced rates. BE IT FURTHER RESOLVED that the above eligibility standard is effective January 1, 2018 RESOLUTION NO. 2017 -135 A resolution of the City Council for the City of Columbia Heights, Minnesota, amending the 2017 budget to use certain additional revenue. 18 City Council Minutes December 11, 2017 Page 15 of 16 Whereas, the City has contracted for or received the following revenue: Source Amount CH School District $ 412.50 CH School District $ 1,665.00 Global Academy $ 187.50 County of Anoka (TZD) $ 8,809.16 Tota 1 $11,074.16 Whereas, this revenue was not included in the initial 2017 budget adopted by resolution 2016 -132, nor in any subsequent amendments to that budget; and Whereas, accordingly, the expense necessary to earn this revenue was also not previously included in the 2017 budget; and Whereas, the activity related to this revenue and expense is consistent with the goals and objectives of the City of Columbia Heights Police Department; Now, therefore, in accordance with all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: ORDER OF COUNCIL IT IS HEREBY RESOLVED, that the 2017 budget for general fund revenue and expense is amended for an increase of $11,074.16. RESOLUTION NO. 2017 -136 A RESOLUTION OF THE CITY COUNCIL FOR THE CITY OF COLUMBIA HEIGHTS, MINNESOTA, AUTHORIZING AN AMENDMENT TO THE FISCAL YEAR 2017 PLANNING & INSPECTIONS FUND BUDGET. BE IT RESOLVED, by the City Council (the "Council ") for the City of Columbia Heights (the "City ") as follows: WHEREAS, the City Council approved Resolution 2016 -132, a resolution which subsequently adopted the initial Fiscal Year 2017 Planning & Inspections Fund budget; and WHEREAS, certain revenues and expenditures of the Planning & Inspections Fund budget will exceed the amount initially adopted; and WHEREAS, it is necessary to increase the Planning & Inspections Fund budget to reflect the additional activity not originally anticipated for prior to the approval of Resolution 2016 -132; and NOW, THEREFORE, in accordance with all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: ORDER OF COUNCIL IT IS HEREBY RESOLVED, that the Fiscal Year 2017 Planning & Inspections Fund budget 201.42400 is amended to increase revenues in the amount of $32,500.00 and increase expenditures in the amount of $20,000. 19 City Council Minutes December 11, 2017 Page 16 of 16 RESOLUTION NO. 2017 -137 WHEREAS, the City of Columbia Heights currently has an existing Agreement No. 99883 with the Minnesota Department of Transportation that addresses federal funding for construction projects, and WHEREAS, Agreement No. 99883 is being superseded by Agreement 1029933. 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 pursuant to Minnesota Stat. Sec. 161.36, the Commissioner of Transportation be appointed as Agent of the City of Columbia Heights to accept as its agent, federal aid funds which may be made available for eligible transportation related projects. 2. That the Mayor and the City Manager are hereby authorized and directed for and on behalf of the City of Columbia Heights to execute and enter into an agreement with the Commissioner of Transportation prescribing the terms and conditions of said federal aid participation as set forth and contained in "Minnesota Department of Transportation Agency Agreement No. 1029933 ", a copy of which said agreement was before the City Council and which is made a part hereof by reference. 20 CH COLUMBIA HEIGHTS Park & Recreation Commission Minutes of the Meeting October 25, 2017 David Payne called the meeting to order at 5:30 p.m. Roll Call Members present: Anne Carder, Sean Clerkin, Bruce Evans, Tom Greenhalgh, Kevin McDonald, David Payne, Marsha Stroik Staff present: Kevin Hansen, Public Works Director; Keith Windschitl, Recreation Director; Deanna Saefke, Commission Secretary; Connie Buesgens, Council Liaison Approval Consent Agenda Motion by Stroik, second by Clerkin, to approve the consent agenda. Upon vote: All ayes. Motion Carried. Letters and Requests None at this time. Old Business A. Update on Keyes Park Hansen provided the summary report in the agenda packet. He explained that the bids came in higher than expected, over the Architect's estimate. This may be in part to the time of year. The contractor who had completed the last two City Parks was unavailable to provide a bid for Keyes Park. Staff spoke with three other contractors who indicated that sub - contractor availability is extremely tough, and that impacted prices. Staff presented the results to the City Council and bids were rejected to a better bid environment and rebid in January/February. Greenhalgh asked if the mounds of dirt will remain at the park. Hansen replied due to the bids coming in higher than expected staff has been conducting some of the removals of the hockey boards, and ballfield backstop. In addition soil is being imported from another project to be used as common fill for the Park. Because of the soil contamination, the whole plan is designed as an elevation project with no or limited excavation for the improvements. The dirt mounds are there to bring the field area up by eight to twenty -four inches. Stroik asked if there will still be a sliding hill for this winter. Hansen replied yes, it will be fenced a little differently. That reconfigured fencing will need to be done for the updated park anyway. He explained an inverse v will be installed so that the point of the v will be towards the sliding hill so that if sliders do hit the fence they will be redirected away from the backstops. Another feature of the improvements is that the fencing down from the player's benches is removable and will be pulled back during the winter. B. Receive petition for Dog Park Hansen indicated that a formal petition was submitted signed by various people attending the Dog Day Afternoon event held August. The City Council received the petition and referred it to the City Manager and Commission for review and report. Hansen suggested udesign parameters that are nationally recognized for a dog park and overlay them with existing parks. The Commission could review that information and make a better evaluation of impact on the existing park system. This information could be available at the January meeting or possibly earlier. A Public Works employee previously worked for Anoka County and has really good GIS experience. That staff member would be able to work on this item in December and January. The Commission could review the findings and determine if it would work 21 City of Columbia Heights October 25, 2017 Park & Recreation Commission Minutes of the Meeting Page 2 within the park system, if an existing features would need to be removed or relocated, or if this would fit in a park. There is specific fencing and a specific amount of land space required. The recommended land size is 0.7 to 1.2 acres, or larger. Greenhalgh asked about using Gauvitte Park or one of the parks along the railroad tracks. Stroik replied Lomianki Park. Hansen indicated staff will include park comparisons from other city dog parks in the information for the next meeting. One of the negatives, previously pointed out by the Commission, with Lomianki Park is the lack of available parking. McDonald asked if plumbing is available at Gauvitte and Lomianki Parks. Hansen replied no at Lomianki and he is unaware of the condition of plumbing within the building at Gauvitte. Evans stated that more data is needed to make a decision. Members agreed. Payne asked what the future plans are for Gauvitte Park. Hansen replied that Gauvitte Park may be one of the only areas within the City that may become needed for non -park use. With the Mississippi River tributary area pending regulations and the Lake Pepin total maximum discharge limit (TMDL) for phosphorus reduction, the park may be need to be turned into a treatment area. The main reason Gauvitte Park is considered for this type of usage is because of location - the main storm water pipe goes down 44th Avenue adjacent to the park and grade wise it is a perfect area; otherwise the City would need to acquire land to use for this potentially required treatment process. McDonald asked about Hilltop Park for a potential dog park area. Hansen replied that park has been brought up. Parking would be on the street and the requirements for a dog park would take up almost the whole entire park area. Motion by Clerkin, second by Evans, to receive the petition and direct Public Works staff to bring back more information on how a dog park would fit within the City park system. Stroik asked if the staff information will provide a cost analysis. Hansen replied yes, but it would not be fully detailed. There could be site grading that would be necessary. It would include the costs for the guided recommendations of specific surface material, fencing height, and amount of fencing for the size of enclosure. McDonald indicated that one problem is there are a lot of residents around that park. Hansen replied that is one aspect that will need to be taken into consideration no matter where the park would be located. Upon vote: All ayes. Motion Carried. New Business A. John P. Murzyn Hall 2019 rental rates Windschitl reported there are thirty -three Saturdays rented for 2018 and seven Fridays as of today. In the previous four years the Saturday rental rate has increased anywhere from $70 to $90 dollars each year. He listed the rough numbers for each year on Saturday rental rates: 2015 $1344, 2016 $1411, 2017 $1496, and 2018 $1586. This may be the first time that it has been increased consecutively. He reported in 2017 there have been forty -three Saturdays rented and twenty -four Fridays rented, not including any holidays that we do not rent. Staff recommends keeping the Friday rate similar to what it is currently. Once the Commission votes on a motion for the 2019 rental rates it is taken to the City Council for a formal adoption. Windschitl indicated the Council does appreciate the Park & Recreation Commission and have upheld the pleasure of the Commission in regards to the rental rates each year. Greenhalgh asked what the average cost of increase for salaried employees. Windschitl replied 2.5 %. Hansen replied 2% in 2017 and 2.5% in 2018. Greenhalgh indicated the rental increase should be at least 3% to cover staff rates. Stroik added the increase for utilities should be considered. Hansen replied the 22 City of Columbia Heights October 25, 2017 Park & Recreation Commission Minutes of the Meeting Page 3 increase for energy would be 5 %. Greenhalgh suggested a 5% increase for Friday rental rates and a 10% increase for Saturday rental rates. Payne and McDonald replied no. Buesgens asked what the demand is for available Saturdays. Windschitl replied each week office staff is turning away inquiries for a Saturday. Saefke agreed that there are several calls within one week. Clerkin feels the demand for a Saturday is high. Saefke indicated that even when a Saturday is not rented in the main hall for instance it does not mean that a smaller rental is not occurring in the Senior Center or in the LaBelle Lounge as that room can only be rented within 30 days of availability. Evans reported a 6% increase on Saturday would be approximately $90. Stroik replied that even with an increase the rental rate is a great deal considering the options available at Murzyn Hall and no minimum requirements on food or beverages. Clerkin suggested a 5% increase on Fridays and a 6% on Saturdays. Stroik replied to have an increase on Saturdays and leave Fridays alone. Carder replied there are a lot of Sunday rentals as well. Clerkin replied it has been a minimum of three years since the rental rate was increased for a Friday. Windschitl agrees with a slight increase on Fridays like a 2.5% or 3% and more on Saturdays if the Commission wants to. Clerkin indicated the last time the Friday rate was increased was in 2013 or 2014. Hansen asked Windschitl if the rates for Murzyn Hall are less compared to other venues even though it is hard to compare other sites. Windschitl replied that it is hard to compare because the majority of other venues require a minimum price per plate, or a minimum price on the amount of drinks purchased from the venue and that venue then makes a profit on those minimums. Hansen asked Saefke if many phone calls are received who complain about the rates being too high. Saefke replied that maybe a half a dozen or so people actually express that the rates are too high in their opinion. Windschitl indicated there is no paid advertising for Murzyn Hall. Saefke replied she uses as many options for free advertising that she is aware of. Stroik believes the rates are a bargain based on the wedding planning she assisted with last year for her family. Saefke reported the annual report for 2016 indicated approximately half orjust under half of the rentals are done by residents of Columbia Heights. Windschitl reminded the Commission that the residents of Columbia Heights will still receive a 25% discount off of the rental rates. Clerkin indicated an increase on the Friday and Sunday rate has not occurred in a few years and in the past he has wanted a larger increase for Saturdays, but at this time feels a 3% and 6% increase is a fair rate. Motion by Clerkin, second by Evans, to increase the John P. Murzyn Hall rental rates in 2019 for Friday and Sunday rentals by 3% and on Saturdays by 6 %. Upon vote: All ayes. Motion Carried. B. Park & Recreation Commission meeting dates for November meeting Windschitl stated the regularly scheduled November meeting is the day before Thanksgiving and the December meeting is the Wednesday after Christmas. Hansen suggested combining the November and December meetings to be on December 13. Windschitl indicated there will be a January meeting due to the Comprehensive Plan reporting. Hansen replied there could be information to review for the dog park report. Motion by Evans, second by Stroik, to combine the regularly scheduled Park & Recreation Commission meetings for November and December to Wednesday, December 13, 2017 at 5:30 p.m. Upon vote: All ayes. Motion Carried. Reports A. Recreation Director Windschitl thanked the Beautification Committee for doing the flowers around the City this year. Some of the places include Murzyn Hall, City Hall, the parks, and along Central Avenue. Connie Buesgens is a 23 City of Columbia Heights October 25, 2017 Park & Recreation Commission Minutes of the Meeting Page 4 volunteer and does the planting at Murzyn Hall and City Hall, as well as Jane Kibler who does the garden at Huset Park East. There are many people on that committee who put in a lot of time and effort if they see them to say thank you. Payne thanked the members also. Windschitl stated that if anyone knows of someone who would like to volunteer to please let the Recreation Department know. Windschitl reported the Garden Plot letter has been sent out to the renters of the community garden on Reservoir Boulevard to have the plots cleaned out by November 1. The season went well this year. City staff will till the garden after that date. He indicated the city newsletter will be printed in full color for the winter issue. The City Council elected to print this edition in color. He encouraged the Commission to share their opinion of it with the Council when they see it. Windschitl feels this will be an improvement in advertising for the recreation programs especially considering all of the new families in the community the better the newsletter looks the more likely it will be looked at. Youth football finished their final game last night. The Men's softball league ends tomorrow night if the weather holds out. Co -Ed softball ended last week. Girls youth basketball started practices last week with their first games this weekend. Windschitl invited the Commission to the Taste of Columbia Heights Holiday Kickoff on Friday, November 17. The Columbia Heights Athletic Boosters will be doing a money raffle with have of the amount taken in going to a winner and the other half going back to the organization. B. Public Works Director /City Engineer Hansen reported staff is working at Keyes Park to save money overall. Staff has worked on the removal of items such as aglime on the fields and other materials are being brought in to use within the park. The Canadian Pacific Holiday Train will be on December 9th and is scheduled to be in Columbia Heights at 7:45 p.m. Stroik stated it was a disaster last year with the train being extremely late and the Super America had lots of theft. The other businesses were overwhelmed as well with people going in because of the cold. She indicated the train was late because people were too close to the tracks at other locations. Hansen reported at the splash pad the water consumption was reduced by 40 %. The usage went from 9.3 down to 5.8 million gallons. It was estimated to use between four and six million gallons. The splash pad is very popular. Hansen indicated that after the adjustments were made for this season the water consumption was reduced. Clerkin asked if a rain sensor can be installed so that the system would not turn on during rain. Hansen replied yes, there is a function like that. It has been discussed to install that function next year. C. Commission Members Buesgens asked about the progress at Circle Terrace Park. Hansen replied the walls are up, concrete is in, fencing is going in this week, and landscaping will be worked on shortly if the weather holds up. A grand opening should be happening in December. Greenhalgh asked for one of the two trash cans that were removed at Keyes Park by the playground area to be put back. Hansen replied yes. Stroik heard a rumor and asked if it is true that there is a city grant available for ash tree removal. Hansen replied no, because ash trees are included in the 25% tree removal if the tree is diseased. Or they can be treated and the city treats about 500 public trees per year. Payne adjourned the meeting at 6:18 p.m Deanna Saefke, Recreation Secretary 24 AGENDA SECTION CONSENT CH COLUMBIA ITEM NO. 7C HEIGHTS MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Appointments to Fire Relief Association Board of Trustees DEPARTMENT: Administration CITY MANAGER'S APPROVAL: �. BY /DATE: Katie Bruno BY /DATE: BACKGROUND: State Statute 424a.04 mandates that the City Council annually appoint two trustees to the Columbia Heights Volunteer Firefighters Relief Association board of trustees. Under the Statute one of the trustees must be an elected official and the other can be an elected or appointed official. STAFF RECOMMENDATION: At the January 8, 2017 work session it was determined to appoint board of trustees. RECOMMENDED MOTION(S): Move to appoint and to the and to the Columbia Heights Volunteer Firefighters Relief Association Board of Trustees for 2018. 25 CH COLUMBIA HEIGHTS AGENDAS CTION CONSENT ITEM NO. 7D MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER BACKGROUND: Each year the council designates by resolution the depositories for city funds and investments. The attached resolution follows the general format of the resolution passed in previous years. The City's general banking transactions are conducted through Northeast Bank. In addition, the City maintains accounts at Wells Fargo Bank and U.S. Bank for certain specialized services. Under this resolution, all investments must be of the type authorized by Minnesota Statute 118A. In 2017, Minnesota Statue 471.38 was enacted, which requires certain internal controls for electronic funds transfers. The attached resolution has been updated to reflect the new statute. STAFF RECOMMENDATION: It is staff's recommendation that we maintain these three banking relationships as they meet the City's current needs and, in combination, they provide capacity for addressing the City's evolving needs for electronic banking services. RECOMMENDED MOTION(S): Move to waive the reading of Resolution 2018 -001, there being ample copies available to the public. Move to adopt Resolution 2018 -001, being a resolution designating official depositories for the City of Columbia Heights. ATTACHMENTS: Resolution 2018 -001 26 RESOLUTION NO. 2018 -001 A resolution of the City Council for the City of Columbia Heights, Minnesota, designating official depositories for the City of Columbia Heights. Now, therefore, in accordance with all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: ORDER OF COUNCIL IT IS HEREBY RESOLVED, that Northeast Bank, Wells Fargo Bank of Minnesota, N.A., and U.S. Bank are hereby designated as depositories of the funds of this corporation. IT IS FURTHER RESOLVED, that checks, drafts, or other withdrawal orders issued against the funds of this corporation on deposit with said banks shall be signed by the following: Mayor City Manager Treasurer - Finance Director and that said banks are hereby fully authorized to pay and charge to the account of this corporation any checks, drafts, or other withdrawal orders. BE IT FURTHER RESOLVED, that Northeast Bank, Wells Fargo Bank of Minnesota, N.A., and U.S. Bank are hereby requested, authorized and directed to honor checks, drafts or other orders for the payment of money drawn in this corporation's name, including those drawn to the individual order of any person or persons whose name or names appear thereon as signer or signers thereof, when bearing or purporting to bear the facsimile signatures of the following: Mayor City Manager Treasurer - Finance Director and that Northeast Bank, Wells Fargo Bank of Minnesota, N.A., and U.S. Bank shall be entitled to honor and to charge this corporation for all such checks, drafts or other orders, regardless of by whom or by what means the facsimile signature or signatures thereon may have been affixed thereto, if such facsimile signature or signatures resemble the facsimile specimens duly certified to or filed with the Banks by the Treasurer or other officer of his corporation. BE IT FURTHER RESOLVED, that the Treasurer - Finance Director or their designee shall be authorized to make electronic funds transfers in lieu of issuing paper checks, subject to the controls required by Minnesota Statute 471.38 and by the City of Columbia Heights' financial policies. BE IT FURTHER RESOLVED, that any and all resolutions heretofore adopted by the City Council of the corporation and certified to as governing the operation of this corporation's account(s) with it, be and are hereby continued in full force and effect, except as the same may be supplemented or modified by the foregoing part of this resolution. 27 City of Columbia Heights - Council Resolution 2018 -001 Page 2 BE IT FURTHER RESOLVED, that all transactions, if any, relating to deposits, withdrawals, re- discounts and borrowings by or on behalf of this corporation with said banks prior to the adoption of this resolution be, and the same hereby are, in all things ratified, approved and confirmed. BE IT FURTHER RESOLVED, that any bank designated above as a depository, may be used as a depository for investment purposes, so long as the investments comply with authorized investments as set forth in Minnesota Statutes 118A. BE IT FURTHER RESOLVED, that any brokerage firm with offices in the State of Minnesota may be used as a depository for investment purposes so long as the investments comply with the authorized investments as set forth in Minnesota Statutes. Passed this 8th day of January, 2018 Offered by: Seconded by: Roll Call: Donna Sc Attest: Katie Bruno, City Clerk /Council Secretary 28 AGENDA SECTION CONSENT CH COLUMBIA ITEM NO. 7E HEIGHTS LNE ETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: ADOPT RESOLUTION 2018 -002 TO ACCEPT CERTAIN DONATIONS RECEIVED BY THE CITY OF COLUMBIA HEIGHTS DEPARTMENT: Finance CITY MANAGER'S APPROVAL :` BY /DATE: Jackie Zilimer /January 2, 2018 BY /DATE: CITY STRATEGY: #2: Economic Strength Additional Strategy? N/A SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? N/A BACKGROUND: Annually, staff compiles in resolution format a list of private donations received by the City and submits these for formal acceptance by the City Council. The main intent of this is to comply with Minnesota Statute 465.03 Gifts to Municipalities. That statute provides that municipalities can accept donations subject to donor terms, if the acceptance is by a resolution approved by at least two - thirds of the City Council. It should be noted that this statute prohibits accepting donations with religious or sectarian purposes. STAFF RECOMMENDATION: Staff recommends that the City Council adopt the following motions: RECOMMENDED MOTION(S): Move to waive the reading of Resolution 2018 -002, there being ample copies available to the public. Move to adopt Resolution 2018 -002, being a resolution to accept certain donations received by the City of Columbia Heights. ATTACHMENTS: Resolution 2018 -002 29 RESOLUTION NO. 2018 -002 A resolution of the City Council for the City of Columbia Heights, Minnesota, to accept certain donations received by the City of Columbia Heights. Whereas, the City Of Columbia Heights has received the following donations: Date Donor Fund Amount Purpose 2/6/2017 Anonymous 883 $ 15.00 Fire 3/7/2017 Anonymous 883 50.00 Fire 7/24/2017 Alvin Blau 883 50.00 Fire 9/29/2017 Anonymous 883 50.00 Fire 9/29/2017 Dan & Judy Hederman 883 50.00 Fire 6/14/2017 PALS 881 100.00 Jamboree - Fireworks 7/6/2017 PALS 881 100.00 Jamboree - Fireworks 6/1/2017 Columbia Heights Lions 881 100.00 Jamboree - Fishing Clinic 6/21/2017 Columbia Heights Sister City 881 100.00 Jamboree - Heights Idol 6/21/2017 Columbia Heights Sister City 881 100.00 Jamboree - Heights Idol 6/21/2017 Columbia Heights Post No 23 881 100.00 Jamboree - Heights Idol 6/21/2017 Northeast Bank 881 150.00 Jamboree - Heights Idol 6/21/2017 Financial One 881 250.00 Jamboree - Heights Idol 4/10/2017 Friends of Columbia Heights 883 250.00 Library 6/5/2017 Friends of Columbia Heights 883 500.00 Library 8/7/2017 Maurice Ellison 883 25.00 Library 10/2/2017 Anonymous 883 50.00 Library 11/13/2017 Anonymous 883 150.00 Library 12/20/2017 Columbia Heights Public Library Foundation 883 37,620.00 Library 12/20/2017 Columbia Heights Public Library Foundation 883 3,380.00 Library 7/12/2017 Columbia Heights Lions 883 800.00 Parks 4/13/2017 Sharon Garrison 883 75.00 Police 1/25/2017 Columbia Heights Athletic Boosters 881 5,000.00 Recreation 3/7/2017 Columbia Heights Athletic Boosters 881 5,000.00 Recreation 12/14/2017 Anonymous 881 1,200.00 Recreation - Dance Equipment 9/25/2017 Friends of Fridley Seniors 881 400.00 Senior Program 12/21/2017 Karen Moeller 881 _ 200.00 Senior Program $ 55,865.00 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: ORDER OF COUNCIL BE IT HEREBY RESOLVED by the City Council of the City of Columbia Heights, that the City of Columbia Heights accepts these donations, subject to the donor - prescribed terms listed. 30 City of Columbia Heights - Council Resolution 2018 -002 Page 2 Passed this 8th day of January, 2018 Offered by: Seconded by: Roll Call: Donna Schmitt, Mayor Attest: Katie Bruno, City Clerk /Council Secretary 31 0 CH COLUMBIA HEIGHTS ` AGENDA SECTION CONSENT ITEM NO. 7F MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Designation of Legal Newspaper DEPARTMENT: Administration CITY MANAGER'S APPROVAL: BY /DATE: Katie Bruno / December 27, 2017 CITY STRATEGY: N/A Additional Strategy? N/A SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? N/A BACKGROUND: Annually the City Council designates an official newspaper for publishing of legal notices and other required publications. The City Charter Chapter 12, Section 10 and State Statute 331A addresses the requirements of a legal newspaper, some of the requirements include that the newspaper: • Be published at least twice a month • Be registered with the Secretary of State's office • Be circulated in the political subdivision which it purports to serve • Have its known office of issue established in either the county in which it lies, or the political subdivision which the newspaper purports to serve • File a copy of each issue immediately with the State Historical Society • Submit to the secretary of state by December 31 a filing containing the newspaper's name, address of its known office of issue, telephone number, and a statement that it has complied with all of the requirements of this section and paid the fee. • It shall annually designate a newspaper of general circulation in the city as the official paper in which shall be published such measures and matters as are by the constitution and laws of this state required to be so published, and such other matters as the council may deem it wise to have published in this matter, or in lieu thereof it may establish a municipal publication, which shall then be the official newspaper. The Sun Focus submitted a letter of interest for 2018. The Sun Focus fees are $11.00 (a .50 decrease from last year's quote) per column inch for first insertion and $7.00 (a .50 increase from last year's quote) per column inch, for each subsequent insertion. STAFF RECOMMENDATION: Staff recommends designating the Sun Focus as the official legal newspaper for 2018. RECOMMENDED MOTION(S): Motion to designate the Sun Focus as the City of Columbia Heights official legal newspaper for 2018. ATTACHMENTS: Bid Letter from Sun Media 32 Cl- U MEDIA December 2017 City of Columbia Heights City Council 590 - 40th Avenue NE Columbia Heights, MN 55421 Dear City Council Members: Please accept the following bid from the Columbla Heights /Fridley Sun -Focus for legal newspaper designation for the City of Columbia Heights. This newspaper is qualified by the State of Minnesota as a legal newspaper under Minnesota Statutes Section 331A.02, Subd. 1. The following rate structure for legals is effective January 1, 2018: First insertion: $11.00 per column inch Subsequent insertions: $7.00 per column inch Characters per inch: 320 Lines per inch: 9 A notarized affidavit will be provided for each notice published. Additional affidavits are $2.50 each. A $20.00 charge will be assessed on legal notices that require typing. All published legal notices are posted on the Sun -Focus website at no additional charge. The Sun -Focus is published weekly on Fridays. The deadline is 11:00 a.m. on Monday for publication on Friday of the same week. Please email legal notices to publicnotice ®ecm- inc.com Thank you for considering the Sun -Focus as the official newspaper for the City of Columbia Heights for the upcoming year. We appreciate the opportunity to serve the needs of your community. Sincerely, I/ j�;� Michael Jetchick Sales Manager 10917 VALLEY VIEW ROAD, EDEN PRAIRIE, MN 55344 - 952 -846 -2019 - FOCUS.MNSUN.COM 33 CH COLUMBIA HEIGHTS AGENDA SECTION CONSENT ITEM NO. 7G MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Appointment of Council Liaisons and Staff Assignments to City Boards & Commissions and External Boards DEPARTMENT: Administration CITY MANAGER'S APP OVAL: BY /DATE: Katie Bruno / December 1, 2017 BY /DATE: CITY STRATEGY: N/A Additional Strategy? N/A SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? N/A BACKGROUND: Annually the Council appoints liaisons to City Boards & Commissions as well as assigning delegates to External Boards. City Boards and Commissions include; Library Board, Park & Recreation Commission, Planning & Zoning Commission, and the Traffic Commission. External Boards include; The League of Minnesota Cities, Metro Cities, Mississippi Water Management Organization, Rice Creek Watershed Advisory Board, The Anoka County Joint Law Enforcement Council and Anoka County Fire Protection Council. The council discussed the appointments at the January 8th work session. RECOMMENDED MOTION(S): MOTION: Move to waive the reading of Resolution No. 2018 -03, there being ample copies available to the public. MOTION: Motion to adopt Resolution No. 2018 -03, appointing liaisons to City Boards & Commissions, and External Boards. ATTACHMENTS: Resolution No. 2018 -03 34 RESOLUTION NO. 2018-03 A RESOLUTION APPROVING COUNCIL LIAISONS AND STAFF ASSIGNMENTS TO CITY BOARDS & COMMISSIONS AND EXTERNAL BOARDS WHEREAS: Annually the Council appoints liaisons to City Boards & Commissions as well as assigning delegates to External Boards, and WHEREAS: the City council met in a work session to discuss the appointments, NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Columbia Heights, to approve the following appointments: City Boards and Commissions Library Board Council Liaison Park & Recreation Commission Council Liaison Planning & Zoning Commission Council Liaison Traffic Commission Council Liaison Charter Commission Council Liaison External Boards: The League of Minnesota Cities Delegate Alternate Metro Cities Delegate Alternate Mississippi Water Management Organization Delegate Alternate Rice Creek Watershed Advisory Board Delegate Alternate The Anoka County Joint Law Enforcement Council Delegate Alternate Anoka County Fire Protection Council Delegate Alternate Columbia Heights School District Liaison Delegate 35 36 CH COLUMBIA HEIGHTS AGENDA SECTION CONSENT ITEM NO. 7H MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Consideration of Appointments to the EDA DEPARTMENT: Administration CITY MANAGER'S APPROVAL: BY /DATE: January 3, 2018 BY /DATE: CITY STRATEGY: #8: Engaged, Multi- Generational Population Additional Strategy? N/A SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? N/A BACKGROUND: The EDA terms of Marlaine Szurek and Gerry Herringer expired on January 1, 2018. Both have indicated they would like to remain on the commission. The enabling resolution states that "members shall be appointed by the mayor with approval of the City Council." RECOMMENDED MOTION(S): MOTION: Move to approve the mayor's appointment of Marlaine Szurek and Gerry Herringer to the EDA, each for a six year term. ATTACHMENTS: 37 CH COLUMBIA HEIGHTS AGENDA SECTION CONSENT ITEM NO. 71 MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Appointment of Council President for 2018 DEPARTMENT: Administration CITY MANAGER'S APPROVAL: BY /DATE: Katie Bruno / December 22, 2017 V BY /DATE: CITY STRATEGY: N/A Additional Strategy? N/A SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? N/A BACKGROUND: Section 10 of the City Charter states that a council president shall be chosen who shall serve as president in the Mayor's absence. The Council discussed this appointment at a work session on January 8, 2018. RECOMMENDED MOTION(S): MOTION: Motion to appoint Councilmember as Council President. 38 b COLUMBIA HEIGHTS AGENDA SECTION CONSENT ITEM NO. 7.1 MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: ADOPT RESOLUTION 2018 -04 ACCEPTING THE FEASIBILITY REPORT FOR STATE AID STREET REHABILITATION PROGRAM AND ORDERING THE PUBLIC IMPROVEMENT HEARING, CITY PROJECT NO. 1805 DEPARTMENT: Public Works CITY MANAGER'S APPROVAL: 4 � 4 1! BY /DATE: Kevin Hansen / January 3, 2018 BY /DATE: CITY STRATEGY: #7: Strong Infastructure /Public Services Additional Strategy? SHORT TERM GOAL (IF APPLICABLE): #6 Build On and Expand Collaboration with the School District and Other Public Entities Additional Goal? BACKGROUND: Staff has developed preliminary plans and prepared the Feasibility Report for Street Rehabilitation Improvements on State Aid streets. The project streets include Main Street from 40th to 37th Avenues, and 37th Avenue from Main Street to 5th Street. 37th Avenue is the boundary between the cities of Columbia Heights and Minneapolis. The project is being coordinated with the City of Minneapolis. STAFF RECOMMENDATION: Attached is the Feasibility Report that details the scope of work for State Aid street rehabilitation. Particular issues are summarized below: 1. Rehabilitation Strategies: Three treatment strategies are utilized in the street rehabilitation program: mill and overlay, partial reconstruction, and full reconstruction. In the 2018 program, mill and overlay is proposed for the streets identified on the attached area map. State aid streets are constructed with a 6" to 9" bituminous pavement. (In comparison, local streets have a 3" to 5" pavement thickness.) Staff utilized non - destructive testing and visual rating to evaluate the condition of the street and determine appropriate treatment: Non - destructive strength determination and condition rating: Braun Intertec, a geo- technical engineering consultant, conducted tests on all streets with a falling weight deflection (FWD) test. From this, the strength of the road segment is determined. Braun Intertec also provided a visual rating based on the Pacer method. Every two years, MnDOT rates the condition of state aid streets based on visual observation. Staff visually rated the street surface utilizing the same methodology as in our annual street rehab program. Structurally the majority of state aid streets are in good condition, however, the surface wear course (2 -3" layer) is deteriorating. Overlays are recommended on those streets where the surface layer is deteriorating and has been rated fair by MnDOT and staff. Other state aid streets will receive major maintenance (patching and crack sealing) and seal coating in the next 1 to 4 years. 2. Utilities Replacement: Utilities have been reviewed. Staff utilized structure inspections, televising, history of water main breaks, age of water main and services, leakage testing (independent testing), and previous engineering reports in determining utility recommendations. Only minor water main and sanitary sewer utility work is proposed. Sections of storm sewer pipe as well as structure replacements /repairs are also proposed. 39 City of Columbia Heights - Council Letter Page 2 3. Assessment Methodology: Street Rehabilitation in Phase 1, Zones 1, 2 and 3, all followed the previous assessment policies for each area. Under the 1999 Alley Construction Program and in subsequent zones, a "unit" assessment methodology was employed rather than using a "front foot" rate basis. The area of Columbia Heights west of Central Avenue is essentially a blocktype development pattern with streets and avenues. The area east of Central Avenue has the block type pattern as well as other styles of development patterns. The existing assessment policy would involve "street" assessments and "avenue" assessments. The "street" frontage (typical front of property or where driveway access is) would pay a particular rate for the full frontage for that type of treatment (mill and overlay or full reconstruction, for example) used on that street. That same parcel would pay a reduced rate for the avenue for the full frontage. 4. Scope of Work: The cost sharing policy provides an 85% (assessed) / 15% (city) split on single family and duplex residential properties for mill and overlay. In addition, there is a State Aid subsidy for all properties based on average daily traffic (ADT) volume. The subsidy is 15% (less than 2,000 ADT) on Main Street from 37th Avenue to 40th Avenue and on 37t'h Avenge from Main Street to University Avenue. The subsidy is 30% (ADT is from 2,000 to 4,999) on 37 -h Avenue from University Avenue to 5th Street. 5. Financing: Street Rehabilitation State Aid Streets The estimated construction costs are as follows: 1. Mill & Overlay construction: $230,450 2. Utilities: $ ** Project funding is proposed as follows: Assessments: $167,700 Infrastructure Fund: $ 62,750 Sanitary Sewer Fund: $ ** Water Construction Fund: $ ** Storm Sewer Fund: $ ** The costs and associated funding for utility work ( * *) will be further developed during the final design. Past Assessments: On Main Street some properties have had an avenue assessment for full reconstruction work on 38th Avenue, west of Main Street, and mill and overlay on 38th Avenue, east of Main Street. For 37th Avenue project, owners on 2nd Street, 2%z Street, and Huset Parkway have had a street assessment. 7. Concurrent Projects: The Partial Street Reconstruction on 39th Avenue from Jefferson Street to Central Avenue and the MnDOT project on University Avenue (TH 47) from 27th Avenue (Minneapolis) to 44th Avenue will be done prior to this project beginning. 8. Utility Issues: Staff is recommending replacement /repair of select manhole and catch basin structures as well as replacement of storm sewer pipe where needed. 9. Meeting Dates: Staff has proposed the following meeting dates: Resident Informational: January 30, 2018 Public Hearing: February 5, 2018 40 City of Columbia Heights - Council Letter Page 3 RECOMMENDED MOTION(S): Move to waive the reading of Resolution 2018 -04, there being ample copies available to the public. Move to adopt Resolution 2018 -04, being a resolution accepting the Feasibility Report for State Aid Street Rehabilitation Program, City Project No. 1805, and ordering the Public Improvement Hearing beginning at 6:15 p.m. on February 5, 2018. ATTACHMENTS: Resolution 2018 -04 Feasibility Report Map 41 RESOLUTION NO. 2018 -04 A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS, the City Council of Columbia Heights is proposing to rehabilitate select state aid streets in the city that have not been rehabilitated under the street program, and WHEREAS, pursuant to Resolution No. 2017 -112, a report has been prepared by the City Engineer with reference to the Program, and the following street(s): Main Street NE, 37th Avenue to 40th Avenue 37th Avenue NE, Main Street to 5th Street 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 January 8, 2018. 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. The Council will consider the improvement of such streets in accordance with the report and the assessment of 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 $366,500. 2. A public hearing shall be held on such proposed improvement on the 5th day of February, 2018 in the City Council Chambers at 590 40th Avenue N.E. at 6:15 P.M. and the City Clerk shall give mailed and published notice of such hearing and improvement as required by law. ORDER OF COUNCIL Passed this 8th day of January, 2018 Offered by: Seconded by: Roll Call: Donna K. Schmitt, Mayor Attest: Katie Bruno, City Clerk /Council Secretary _ 42 CH City of Columbia Heights FEASIBILITY REPORT FOR 2018 STREET REHABILITATION IMPROVEMENTS: M.S.A.S. OVERLAY CITY PROJECT 1805 DECEMBER, 2017 ENGINEERING DEPARTMENT 63738 th Avenue NE, Columbia Heights, MN 55421 763 - 706 -3700 ❖ 763 - 706 -3701 (Fax) 43 STREET REHABILITATION IMPROVEMENTS COLUMBIA HEIGHTS, MINNESOTA M.S.A.S. OVERLAYS PROJECT NUMBER 1805 LOCATION: MAIN STREET, 37TH AVENUE TO 40TH AVENUE 37TH AVENUE, MAIN STREET TO 5TH STREET This feasibility study includes an analysis of proposed street rehabilitation on the municipal state aid system. IMPROVEMENTS: Mill and Overlay- Random curb and gutter replacement as required, milling of the existing bituminous surface and placement of new 2" to 3" bituminous pavement. Pedestrian ramp replacement along 37th Avenue is being evaluated. Sidewalk Construction - Sidewalk is proposed on the north side of 37th Avenue from 3rd Street to University Avenue (TH 47) and from Huset Parkway to 5th Street. Utility Construction - No major water main or sanitary sewer replacement is proposed on the mill and overlay streets. Sections of storm sewer pipe and structure replacement /repair is anticipated. INITIATION: City Council in accordance with the Street Rehabilitation Policy. OWNERS The location of each street is described below and shown on the attached map. BENEFITTING: The total number of parcels is 43. OWNERS Mill and Overlay ABUTTING 1. Main Street, 37th Avenue to 38th Avenue (20) OR 2. Main Street, 38th Avenue to 39th Avenue (23) IMPACTED: 3. Main Street, 39th Avenue to 40th Avenue (23) 4. 37th Avenue, Main Street to 2nd Street (13) 5. 37th Avenue, 2nd Street to 2Y Street (14) 6. 37th Avenue, 2%: Street to 3rd Street (12) 7. 37th Avenue, 3rd Street to University Avenue (TH 47) (2) 8. 37th Avenue, University Avenue to Huset Parkway (1) 9. 37h Avenue, Huset Parkway to 5th Street (1) 44 ISSUES: The following is a study of the key project issues. Joint Powers Agreement— City of Minneapolis 37th Avenue is the boundary street between City of Minneapolis and City of Columbia Heights. A joint powers agreement with Minneapolis will be required for the project. Mill and _Overlay The proposed construction would consist of milling off 2 "- 3" of bituminous pavement either along the curb and gutter or across the entire street surface and paving a new 2" - 3" bituminous mat. Existing concrete curb and gutter would be preserved except for sections with poor drainage or are considered to be a hazard to the snowplows. Sidewalk Sidewalk is proposed on the north side of 37th Avenue from 3rd Street to University Avenue. The addition of this sidewalk will provide better access for bus transit system. It will also provide a pedestrian access route to an intersection for crossing 37th Avenue. Sidewalk is proposed on the north side of 37th Avenue from Huset Parkway to 5th Street. Dominium constructed a public sidewalk from University Avenue to Huset Parkway. The extension of this sidewalk to 5th Street will provide a pedestrian access route to an intersection for crossing 37th Avenue. Huset Parkway intersects the south side of 37th Avenue at a mid -block location. Replacement of pedestrian ramps to meet current ADA standards is being evaluated. Utilities No major water main or sanitary sewer replacement is proposed on the mill and overlay streets. Minor sanitary sewer pipe replacement and manhole construction /rehabilitation is anticipated. New rings and castings will be installed on manhole structures as needed. Sections of storm sewer pipe and structure replacement /repair is anticipated. New rings and castings will be installed on manhole and catch basin structures as needed. Roadway construction will include minor modifications to existing water main, sanitary and storm sewer utility surface structures in order to meet proposed finish grades. TH 47 (University) Construction 37th Avenue is serving as part of the detour route during MnDOT TH 47 project. To accommodate the detour, construction of 37th Avenue will begin after June 15tH 45 Outstanding Assessments • Main Street, 37th Avenue to mid -block Owners on Main Street will also be assessed an Avenue rate for 37th Avenue. • Main Street, 38th Avenue to mid -block north and south Owners on Main Street were assessed an Avenue rate for 38th Avenue. West side: Reconstruction in 2006 East side: Overlay in 2014 0 2nd Street, 37th Avenue to mid -block Owners on 2nd Street were assessed a Street rate for 2nd Street. Reconstruction in 2006 0 2% Street, 37th Avenue to mid -block Owners on 2%: Street were assessed a Street rate for 2%: Street. Reconstruction in 2006 • 37th Avenue, University Avenue to Huset Parkway Owner on Huset Parkway was assessed a Street rate for Huset Parkway Construction in 2005 - 2006 FEASIBILITY: The proposed improvement project is necessary to provide consistency with the street rehabilitation policy, cost- effective with the inclusion of partial city funding, 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: Construction is scheduled to begin in late spring /early summer of 2018, with substantial completion occurring in the summer /early fall of 2018. Council receives Feasibility Report Jan 8, 2018 Council orders Public Improvement Hearing Jan 8, 2018 Public Informational meeting prior to Public Improvement Hearing Jan 30, 2018 Public Improvement Hearing and Council orders Public improvement Project Feb 5, 2018 Council Approves Plans and Specifications, Authorizes Advertisement for Bids Feb 12, 2018 Bid Opening Mar 20, 2018 Council Awards Contract Mar 26, 2018 Begin Construction June 15, 2018 Construction Completed Sept, 2018 FINANCING: Financing would be a combination of assessments to benefitted properties, infrastructure fund including Municipal State Aid funds, utility funds and City of Minneapolis for south half of 37th Avenue. 46 The estimated costs are as follows: Infrastructure/ Construction Proposed MSAS Fund and Type of Construction Cost Assessments City of Minneapolis Mill and Overlay $366,500 $167,700 $198,800 Engineering and Administration $20,950. Percentages proposed to be assessed for street rehabilitation are consistent with the policy followed under each of the prior street rehabilitation zones. In 2014, the City Council amended the assessing policy to include MSA streets, and to subsidize properties along MSA streets, based on traffic volume of the street. ® Main Street has an average daily traffic (ADT) of 990. Properties will be subsidized 15%. 37th Avenue from Main Street to TH 47 has an ADT of 1,650. Properties will be subsidized 15 %. 37th Avenue from TH 47 to 5th Street has an ADT of 4,850. Properties will be subsidized 30 %. The assessments reflect a flat fee of 10% of the construction cost included in the amount to assess for a portion of the Engineering and Administration costs. utility work performed as part of the overlay project will be paid for from the appropriate utility fund. Each City is responsible for their utility construction /repair costs. ASSESSMENT: Assessments will be in accordance with the City's Street Rehabilitation Ordinance and past practice. Assessments can be based on a per foot basis or a parcel basis. Following the other Zones assessment policies, assessments would be on a Street and Avenue parcel basis. A Street assessment would be at the developed rate for the particular rehab strategy while Avenue assessments would be at approximately % of the street rate extending % block in either direction of the S t r e e t. This assumes that all parcels benefit equally for the strategy in front of their property or abutting it, in the case of the Avenue. 5 47 2018 IMPROVEMENT PROGRAM COLUMBIA HEIGHTS, MINNESOTA ESTIMATED ASSESSMENTS - PROJECT NO. 1805 M.S.A.S. STREET REHABILITATION PROGRAM (Sections 34 and 35, T30N, R24W) I. MILL AND OVERLAY The estimated costs are for a typical overlay on a residential street. The costs do not reflect the actual deeper mill depth and overlay costs on the wider state aid streets. MAIN STREET, 37TH AVENUE TO 40TH AVENUE 37TH AVENUE, MAIN STREET TO UNIVERSITY AVENUE Estimated Cost: Assessable Construction Cost: $215,150. $156,985. Estimated Assessed Cost per Parcel* C, I, MF Street: $2,269.50 C, I, MF Avenue: $ 756.50 Estimated Assessed Cost per Parcel* Residential Street: $1,929.07 Residential Avenue: $ 643.02 *Estimated costs include 15% M.S.A.S. subsidy 37TH AVENUE, UNIVERSITY AVENUE TO 5TH STREET Estimated Cost: Assessable Construction Cost: $15,300. $10,715. Estimated Assessed Cost per Parcel* C, I, MF Street: $1,869.00 C, I, MF Avenue: $ 623.00 Estimated Assessed Cost per Parcel* Residential Street: $1,588.65 Residential Avenue: $ 529.55 *Estimated costs include 30% M.S.A.S. subsidy 6 48 •yL—�` � by 0 I BZS y �,�a Jf „ °JIV s y'�© O. g 80o,9 6y � i09 v �' gas IS HIS N �° m LZ4 £Z4 864 Poo v 004 Y Vab£ �r M N O t£ I ,L1L 1 aE _ 4 fl 2� qq N MIN V �v 66Z 60Z boz v 0 C z ° LU lJ J y °y \ y ®a •. y 009 50� \ �� HIS ees c,r n aov C tap L N m L0 rn top, SZ£ �Q0 o �A 0 Onl9 N3NNV9 uu 01. sE � tx o "t scs � LEE 2 S. O Re y 9IIi clef !EE L£ x C7 ~a w F Q ? 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Fn —Z OUZ 2 c m � c> �Y CD LLZ OW ~ U tit oQ U C7 a n m to is 3LLinvn� � m M ,TTTTTTi � o vNi HIS (Lt, Hl) 3N '3AV AiIS213AINn M M IS Qhic ey Spy N N I p 'N �m J ) P ti N m m m LJ,J W > > ir- 9ZZ y Ir �' zzz M mar IS Z/[ Z , ° [� ° y ![I eN�l XV Y ,� L>U Q N M O O OI M N ' O m �rA1•i I��rf �JgFjq N M in m � M M 1 f LS GNI�Z I 4 V ° o ° n n O N o m a GNO FF o o �A U o'1 n O :h �i V p1 9 !f V N o ` Im O M� In 19 q N v 1_ n 0 0 M i.1 ��f �f n f0 ' n _L r iN 111III 00 C' J �m �N 'r �O N M 1� Q m �m ' 7 'm M M thf Im M M m m m 'm m N •� Y11 N 10 Q O IO O gp 00 IN a I p < O A D N N N N r r t{pp S IN IN 0 m M M M m M M m M M M m CH COLUMBIA HEIGHTS AGENDA SECTION CONSENT ITEM NO. 7K MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: ADOPT RESOLUTION 2018 -05 ACCEPTING THE FEASIBILITY REPORT FOR ZONE 2 STREET SEAL COAT PROJECT AND ORDERING THE PUBLIC IMPROVEMENT HEARING, CITY PROJECT NO. 1701 DEPARTMENT: Public Works CITY MANAGER'S APP OVAL: BY /DATE: Kevin Hansen / January 3, 2018 BY /DATE: /h—// CITY STRATEGY: #7: Strong Infastructure /Public Services Additional Strategy? #2: Economic Strength SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? BACKGROUND: Staff has developed preliminary plans and prepared a Feasibility Report for Zone 2 of the Annual Seal Coat Program. The seal coat area is located between Reservoir Boulevard and Stinson Boulevard from 37th Avenue to 45th Avenue. In accordance with the Street Rehabilitation Policy, Zone 2 streets that were most recently rehabilitated are being seal coated at the City's cost (City pays for first seal coat). The map included with the Feasibility Report displays the streets proposed for seal coat and the funding source. Many of the streets in Zone 2 located east of Polk Street between 37th Avenue and 40th Avenue are not being seal coated until water main lining or replacement work is done within the next few years. The seal coat program helps preserve and maintain existing bituminous streets in good driving condition. Particular issues are summarized below: 1. Assessment Methodology: The Seal Coating project will be assessed on a Street and Avenue parcel basis. Avenue assessments are one -third of the street rate extending one -half block in either direction of the Avenue. This assumes that all parcels benefit equally for the strategy in front of their property or abutting it, in the case of the Avenue. The estimated unit cost assessment is $315 per Street parcel and $105 per Avenue parcel. 2. Financing: The estimated construction cost is $156,655. 100% of the seal coat construction cost is assessed to property owners, or City funded for the first rehab cycle following rehabilitation. 3. Past Assessments: In Zone 2, property owners on 43`d Avenue from Reservoir Boulevard to Arthur Street and adjoining streets and owners on 41St Avenue from Reservoir Boulevard to Stinson Boulevard and adjoining streets have had a street or avenue assessment for partial street reconstruction and mill and overlay, respectively for construction in 2016. Some of these owners will receive an assessment for seal coat on Tyler, Polk or Cleveland Streets. In addition, owners on Tyler, Polk and Cleveland Streets for% block north and south of 42 "d Avenue will have a Street or Avenue assessment for seal coat. Street rehabilitation on these streets was in 2007. 4. Meeting dates: Staff is recommending the public improvement hearing be scheduled at 6:00 pm on February 5, 2018. The bidding process will be administered by the City of Coon Rapids as part of a multi -city JPA for various street maintenance activities. 50 City of Columbia Heights - Council Letter Page 2 RECOMMENDED MOTION(S): Move to waive the reading of Resolution 2018 -05, there being ample copies available to the public. Move to adopt Resolution 2018 -05, being a resolution accepting the Feasibility Report for Zone 2 Street Seal Coat, City Project No. 1701, and ordering the Public Improvement Hearing beginning at 6:00 p.m. on February 5, 2018. ATTACHMENTS: Resolution 2018 -05 Feasibility Report Map 51 RESOLUTION NO. 2018-05 A resolution of the City Council for the City of Columbia Heights, Minnesota, WHEREAS, the City Council has adopted a Seal Coat Program, and WHEREAS, pursuant to Resolution No. 2017 -113, a report has been prepared by the City Engineer with reference to the Program, and the following street(s): local streets in Zone 2 that have not been rehabilitated under the street program 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 January 8, 2018. 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. The Council will consider the improvement of such streets in accordance with the report and the assessment of 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 $142,412. 2. A public hearing shall be held on such proposed improvement on the 5th day of February, 2018, in the City Council Chambers at 590 40th Avenue N.E. al 6:00 P.M. and the City Clerk shall give mailed and published notice of such hearing and improvement as required by law. Passed this 8th day of January, 2018 Offered by: Seconded by: Roll Call: Attest: Katie Bruno, City Clerk /Council Secretary ORDER OF COUNCIL 52 CH City of Columbia Heights FEASIBILITY REPORT 1610 2018 STREET REHABILITATION SEAL COAT IMPROVEMENTS CITY PROJECT 1701 DECEMBER, 2017 ENGINEERING DEPARTMENT 637 38th Avenue NE, Columbia Heights, MN 55421 763 - 706 -3700 #0 763- 706 -3701 (Fax) 53 BITUMINOUS SEAL COAT IMPROVEMENTS ZONE 2 COLUMBIA HEIGHTS, MINNESOTA PROJECT NUMBER 1701 LOCATION: ZONE 2 —AREA BOUNDED BY RESERVOIR BOULEVARD TO STINSON BOULEVARD 37TH AVENUE TO 45TH AVENUE The following local bituminous streets are included in Zone 2: Tyler Street 37th Avenue to 41St Avenue Tyler Street 42nd Avenue to 44th Avenue Tyler Place 44th Avenue to Dead end Polk Street 37th Avenue to 41St Avenue Arthur Place 44th Avenue to Dead end Cleveland Street 40th Avenue to 41St Avenue Benjamin Place 40th Avenue to Cul -de -sac Benjamin Street 43�d Avenue to 45th Avenue 39th Avenue Reservoir Boulevard to Polk Street 42nd Avenue Reservoir Boulevard to Cleveland Street 43rd Avenue Arthur Street to Benjamin Street This feasibility study includes an analysis of proposed bituminous street patching and repair, and seal coat. IMPROVEMENTS: Repair of Concrete Curb and Gutter, Crack Sealing, Patching and Seal Coat of Street Surface. INITIATION: City Council, as part of an ongoing bituminous street preservation strategy. OWNERS The location of each street is described below and shown on the attached map. BENEFITTING: The total number of assessed parcels is 572. OWNERS 1. Tyler Street 37th Avenue to 41St Avenue (105) ABUTTING 2. Tyler Street 42nd Avenue to 44th Avenue (35) OR 3. Tyler Place 44th Avenue to Dead end (16) IMPACTED: 4. Polk Street 37th Avenue to 41St Avenue (116) 5. Arthur Place 44th Avenue to Dead end (15) 2 54 6. Cleveland Street 40th Avenue to 41St Avenue (18) 7. Benjamin Place 40th Avenue to Cul -de -sac (9) 8. Benjamin Street 43rd Avenue to 45th Avenue (31) 9. 39th Avenue Reservoir Boulevard to Polk Street (104) 10. 42nd Avenue Reservoir Boulevard to Cleveland Street (75) 11. 43rd Avenue Arthur Street to Benjamin Street (48) ISSUES: The City Council identified the need to preserve and maintain the existing bituminous streets and extends the life of the pavement in good driving condition. Most of the local streets between Polk Street and Stinson Boulevard from 37th Avenue to 40th Avenue are not being seal coated as part of this project. Water main replacement or cleaning and lining are planned in this area within the next few years. These streets will be included in a future project. FEASIBILITY: The improvement as proposed is necessary, cost - effective, and technically feasible. The project is recommended as proposed in the study. The improvements, once completed, will be a benefit to the properties served. SCHEDULE: Construction is scheduled to begin in the spring of 2018 with substantial completion occurring in late summer. The seal coat contract is administered by the City of Coon Rapids under a joint powers agreement with several north - metro cities. Council accepts Feasibility Report Jan 8, 2018 Council orders Public Improvement Hearing Jan 8, 2018 Public Improvement Hearing and Council orders Public Improvement Project Feb 5, 2018 Bid Opening for Seal Coating (City of Coon Rapids) March, 2018 Columbia Heights Council Concurs with Bids April, 2018 Coon Rapids' Council Awards Contract April, 2018 Begin Construction — Bituminous Repairs (Force Account) May, 2018 Begin Construction — Seal Coat (Project -wide) July /Aug, 2018 Construction Completed (Project -wide) August 31, 2018 FINANCING: The estimated cost for Seal Coating is $142,412 (construction cost only). ASSESSMENT: The Seal Coating project for those street listed above will be 100% assessed on a Street and Avenue parcel basis. Avenue assessments are 1/3 of the street rate extending %: block in either direction of the Avenue. This assumes that all parcels benefit equally for the strategy in front of their property or abutting it, in the case of the Avenue. The estimated unit cost assessment is $315.00. 55 DESCRIPTION OF WORK INVOLVED: • Public Works Staff — provides bituminous street repairs and patching throughout the Seal Coat project zone. Includes cutting and removal of deficient segments of street section, milling of larger areas of deficient bituminous areas, and patching or paving with new bituminous. ■ Concrete curb and gutter repairs — provide repairs to short segments of curb & gutter due to damage or joint separation which impedes gutter flow. ■ Crack sealing — rout and seal cracks on select streets. e Application of Seal Coat (emulsion and cover aggregate) — Application of emulsion by computer controlled mechanical sprayers immediately followed by spreading FA -2 or FA -2 modified granite or trap rock as a cover aggregate. The road surface is finished by rolling with a tire -based roller for proper aggregate penetration and distribution. 56 2018 IMPROVEMENT PROGRAM COLUMBIA HEIGHTS, MINNESOTA ESTIMATED ASSESSMENTS — PROJECT 1701 ZONE 2 STREET SEAL COATING PROGRAM (Section 36, T30N, R24W) Seal Coating: Estimated Cost $142,412 Estimated Cost per Parcel Street: $ 315.00 Avenue: $ 105.00 57 �� COLUMBIA - HEIGHTS AGENDA SECTION CONSENT ITEM NO. 7L MEETING DATE JANUARY 8, 2017 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: FINAL PAYMENT FOR MISCELLANEOUS CONCRETE, PROJECT NO. 1700 DEPARTMENT: Public Works CITY MANAGER'S APPR VAL: BY /DATE: Kevin Hansen / January 3, 2018 BY /DATE: CITY STRATEGY: #7: Strong Infastructure /Public Services Additional Strategy? N/A SHORT TERM GOAL (IF APPLICABLE): Additional Goal? BACKGROUND: The contractor has completed the 2017 Miscellaneous Concrete Repairs and Installations. This annual program consisted of curb and gutter, street, driveway, and sidewalk improvements /repairs throughout the city. STAFF RECOMMENDATION: The Miscellaneous Concrete Program is set up on an annual basis with a preliminary estimate of quantities. The quantities of work will vary from year to year based upon actual work performed in the two phases (late spring and fall). Staff recommends approval of the final payment to Create Construction, LLC and acceptance of the work. The Engineer's Report of Final Acceptance is attached. RECOMMENDED MOTION(S): Move to approve the final compensating change order and accept the work for 2017 Miscellaneous Concrete Repairs and Installations, City Project No. 1700, and authorize final payment of $1,229.12 to Create Construction, LLC of Maple Grove, Minnesota. ATTACHMENT(S): Engineer's Report of Final Acceptance 59 CITY OF COLUMBIA HEIGHTS ANOKA COUNTY, MINNESOTA ENGINEER'S REPORT OF FINAL ACCEPTANCE 2017 MISCELLANEOUS CONCRETE REPAIRS AND INSTALLATIONS CITY PROJECT NUMBER 1700 January 3, 2017 TO THE CITY COUNCIL COLUMBIA HEIGHTS, MINNESOTA HONORABLE MAYOR AND CITY COUNCIL MEMBERS: This is to advise you that i have reviewed the work under contract to Create Construction, LLC. The work consisted of curb and gutter, street, driveway, and sidewalk improvements /repairs throughout the City. The contractor has substantially completed the project in accordance with the contract. It is recommended; herewith, that final payment be made for said improvements to the contractor in the amount as follows: ORIGINAL CONTRACT PRICE $107,916.05 CHANGE ORDERS $ 14,996.80 FINAL CONTRACT AMOUNT $122,912.85 FINAL WORK APPROVED $122,912.13 ALL PRIOR PAYMENTS ($121,683.01) BALANCE DUE $ 1,229.12 Sincerely, CIT O COLLI BIA HEIGHTS vi R. E6n City Engineer 60 AGENDA SECTION CONSENT CH COLUMBIA ITEM NO. 7M HEIGHTS MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER BACKGROUND: In partnership with ISD 13, the City has been awarded a three -year federal grant for arts- related youth recreation programs. The terms of the grant are detailed in the attached copy of City Contract 2018 -2834. Minnesota statute requires that contributions and grants be accepted by council resolution. STAFF RECOMMENDATION: Staff recommends approval of the following motions. RECOMMENDED MOTION(S): MOTION: Move to waive the reading of Resolution 2018 -06, there being ample copies available to the public. MOTION: Move to adopt City of Columbia Heights, Minnesota, Resolution 2018 -06, being a resolution , accepting a federal grant passed- through Columbia Heights Independent School District 13 for certain youth recreation programs, and establishing the related budget in City Fund 262 Twenty -First Century Arts. ATTACHMENTS: Resolution 2018 -06 Contract 2018 -2834 61 RESOLUTION NO. 2018 -06 A resolution of the City Council for the City of Columbia Heights, Minnesota, accepting a federal grant passed- through Columbia Heights Independent School District 13 for certain youth recreation programs, and establishing the related budget in City Fund 262 Twenty -First Century Arts Whereas, the terms and conditions of a federal grant passed- through Columbia Heights Independent School District 13 for certain youth recreation programs are specified by City Contract 2018 -2834; and Whereas, the terms and conditions of the grant include award amounts of $45,828 for the 2017 -18 school year, $46,745 for the 2018 -19 school year, $47,679 for the 2019 -20 school year; and Whereas, the eligible activities of the grant further the mission and objectives of the City of Columbia Heights; Now, therefore, in accordance with all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: ORDER OF COUNCIL IT IS HEREBY RESOLVED, that the City of Columbia Heights accepts the federal grant from Columbia Heights Independent School District 13 as described in City Contract 2018 -2834, authorizes the City Manager to execute the contract, and establishes the related budget in City Fund 262 Twenty -First Century Arts. Passed this 8th day of January, 2018 Offered by: Seconded by: Roll Call: Donna Schmitt, Mayor Attest: Katie Bruno, City Clerk /Council Secretary 62 PARTNER SUBGRANT AGREEMENT Columbia Heights Public Schools and the City of Columbia Heights (Recreation) Columbia Heights Public Schools (ISD # 13), and the City of Columbia Heights (the City) have committed to partner with each other to reach stated goals set by the 21St Century Community Learning Centers Grant awarded to ISD # 13 by the State of Minnesota, and for that purpose, ISD # 13 and the City form this written agreement 1. Term The term of this agreement is September 1, 2017, to August 31, 2020. 2. Activities Described within the word plan /budget/grant application of the aforementioned state grant awarded to ISD #13 are certain youth academic and enrichment programs which the City of Columbia Heights agrees to provide through its Recreation Department during the term of this agreement. These activities include: • Dance • Puppetry activities • SPARKS • TNT • Holiday theater • Theater • Heights Idol activities • Art Youth activities • Staff training • Sister City Young Artist The City will recruit and select all program participants according to criteria in the work plan /grant application of the aforementioned stated grant awarded to ISD # 13. The City strongly encourages participant referrals by ISD # 13. 3. Amount of Subgrant Eligible expensed incurred by the City Recreation Department to provide the above program activities will be reimbursed by ISD # 13 quarterly, not to exceed the following: $45,828 for the 2017 -18 school year $46,745 for the 2018 -19 school year $47,679 for the 2019 -20 school year The annual amount of federally - sourced funds provided by ISD # 13 in this agreement is $45,828 with 2 % annual increase from CFDA number 84.287. The required matching funds provided by the City under this agreement are $0. 63 Partner Subgrant Agreement Columbia Heights Public Schools and City of Columbia Heights (Recreation) Page 2 4. Reporting and Record Retention The City will accurately invoice ISD # 13 quarterly for reimbursement of eligible expenses, in sufficient detail to satisfy ISD # 13. In addition, the City will provide ISD # 13 with available demographic and program evaluation data necessary for ISD # 13 to complete required State and Federal Progress Reports in regard to activities provided by the City under this agreement. This will include information about project activities, accomplishments, progress towards goals, barriers and other data. Both ISD # 13 and the City must comply with the Minnesota Government Data Practices Act as it applies to date created, collected, received, stored, used maintained or disseminated under this agreement. The City must retain all supporting records such as timesheets, vendor invoices and participant lists in according with the City's state - approved record retention schedule. The City must make these records available for inspection by ISD # 13 as it designees, including ISD # 13's Minnesota Department of Education grant representative, during normal business hours during the retention period. 5. Termination Either ISD # 13 or the City may cancel this agreement at any time, with our without cause, upon written notice to the other party. Upon termination, the City will be entitled to reimbursement for eligible expenses incurred through the date of termination notice is received, subject to the limitations in section 3 above. ISD # 13 is not obligated to reimburse any expenses incurred after the date such notice is received by the City. Signed this day of _ . 2017 by: Columbia Heights Public schools Agency Representative City of Columbia Heights Aeency Representative 64 MEMORANDUM OF UNDERSTANDING Between Columbia Heights Public Schools and City of Columbia Heights Recreation Department WHEREAS, the Columbia Heights Public Schools ( "School District ") and the City of Columbia Heights Recreation Department ( "Recreation Department ") desire to enter into this Memorandum of Understanding ( "MOU ") for the purpose of ensuring active collaboration between the 21st Century Community Learning Center ( "21CCLC") — Cohort 7 Grant applicants, the schools that participating students attend, and any partnership entities; and WHEREAS, the School District and Recreation Department intend to work with Wilder Research ( "Wilder") to collect data and provide program evaluation; and WHEREAS, such collaboration shall be in compliance with applicable laws relating to privacy and confidentiality in order to provide students, particularly those who attend high - poverty and low - performing schools, with high quality programs for supporting the whole child, primarily during non - school hours, including before school, after school, evenings, school release days, and summer; and WHEREAS, the parties shall ensure that programming will align with the Challenging Minnesota and local academic standards; and WHEREAS, this Memorandum of'Understanding shall establish roles and responsibilities for collaboration and data sharing amongst the School District, the Recreation Department, the 21CCLC project and Wilder, to enable the implementation of the 21CCLC grant. NOW THEREFORE, the School District and Recreation Department agree as follows: 1. Collaboration. A. The School District, Recreation Department and their partners will engage in regular communication to discuss issues pertaining to the program. B. The School District and Recreation Department will communicate and collaborate with all partners, including Wilder, about data sharing rules, expectations and norms, consistent with state and federal requirements. C. The School District and Recreation Department will participate in data workshops to refine, improve and strengthen the program or activity, and to refine the performance measures. D. The School District shall provide access to classroom teachers for the purposes of collecting teacher surveys. 65 Data Collection. Data for the program will be collected using the following approaches: A. Program registration materials will be tracked at the beginning of each term and compiled in June of each year to measure the depth and breadth of offerings to students. B. Partnership agreements and Collaborative Partners Group meeting minutes will be tracked on an ongoing basis and compiled in June of each year to identify partner engagement. C. The Federal Teacher Survey will be given to one classroom teacher each April for each student on track for attending at least 30 days of programming during the school year to assess academic achievement and engagement. D. The SAYO will be used to measure youth- reported outcomes associated with the program. The pre -test will be administered during the second week of programming, and the follow - up survey will be administered during the last two weeks of programming of each term (fall, spring, and summer) to all students in grades five and above. E. The Youth Program Quality Assessment will be collected by the University of Minnesota's Quality Matters team observing classrooms on at least three occasions throughout the grant in each participating school. F. Program attendance records will be collected on a daily basis by site facilitators and compiled in April to inform the Federal Teacher Survey collection and again in June to assess differences In outcomes based on levels of participation. G. Student demographic information is housed in the School District's TIES Student Information System, and will be transferred to Wilder Research in May of each year to match with student program records and outcome information for reporting. 3. Data Sharing. A. The evaluation will be shared through various methods with many different groups of key stakeholders. B. Findings will be shared with the Minnesota Department of Education through quarterly and annual reporting requirements, and any supplemental requests. C. Findings will be presented annually with the Collaborative Partners Advisory Group and the site facilitators in the fall of the school year. Site facilitators are responsible for sharing the results with their teachers in the way they determine to be most appropriate. Results will also be shared with school administrators based on their availability and preferences. D. Findings will be shared with administrators and the broader School District audience during recorded, televised School Board meetings. E. Findings will be shared directly with students and parents on an ongoing basis through school newsletters, the school website, and promotional materials, and indirectly through adaptations and improvements made to the program as a result of the evaluation results. 4. Alignment with Standards. A. The School District staff and administration will work with the Recreation Department afterschool staff to collaborate regarding student programming. B. The School District and the Recreation Department will collaborate to develop appropriate curricula which align with Minnesota standards and establish clear connections with the students' school day. 66 S. Communication. A. All major administrative decisions concerning policy and personnel of the afterschool program shall be brought to the Advisory Board and the Grant Manager. Decisions will be reached by group consensus, whenever possible and appropriate. The Advisory Board will meet at least four times per year, or as needed, about key decisions and issues related to successful program implementation. B. The Center Manager will oversee and make all day -to -day decisions, in consultation with the program staff and feeder school principal, when appropriate, for the operations of the center. If partners cannot come to a mutual agreement, the School District will have final decision - making authority. 6. Duration. This Memorandum of Understanding shall commence on September 1, 2017 and shall continue for a period of three years to August 31, 2020. 7. Procedures for Modification and Termination. A. This MOU may be modified, revised, extended, or renewed by mutual written consent of all parties, by the issuance of a written amendment, signed and dated by all parties and submitted to the Minnesota Department of Education. B. Either party to the MOU may terminate its participation in this MOU by giving 30 days' written notice of intent to terminate to the other party. 8. Liability. The School District and Recreation Department agree that each party will be responsible for its own acts and the results thereof to the extent authorized by law and shall not be responsible for the acts of any others and the results thereof. The School District and Recreation Department shall be governed by the provisions of the Minnesota Tort Claims Act, Minnesota Statutes, Section 3.736, Minnesota Statutes, Chapter 466, and other applicable law. 9. Data Practices. The School District and Recreation Department are independently required to comply with the requirements of the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter 13); Family Educational Rights and Privacy Act ( "FERPA ", 34 CFR § § 99); Protection of Pupil Rights Amendment ( "PPRA ", 34 CFR § § 98); Health Insurance Portability and Accountability Act ( "HIPAA ", 45 CFR § § 160 and 164); Minnesota Health Records Act (Minnesota Statutes §§ 144.291 - 144.298); and any other applicable state and federal statutes, rules, and regulations affecting the collection, storage, use and dissemination of private or confidential information. The School District and Recreation Department agree that they shall not be liable for any violation of any provision of the aforementioned state and federal statues, rules and regulations indirectly or directly arising out of, resulting from, or in any manner attributable to the actions of the other parties. 67 IN WITNESS WHEREOF, the parties have caused this contract to be duly executed intending to be bound thereby. For Columbia Heights School District: Superintendent K thy Kelly 7 Signatur Date: For the City of Columbia Heights Recreation Department: Walter R. Fehst, City Manager Signature: Date:L�ir 68 0 CH COLUMBIA HEIGHTS AGENDA SECTION CONSENT ITEM NO. 7N MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: PUBLIC WORKS BLANKET ORDERS FOR 2018 PURCHASES DEPARTMENT: Public Works CITY MANAGER'S PPROVAL: BY /DATE: Kevin Hansen / January 4, 2018 BY /DATE: CITY STRATEGY: #3: Affordability Additional Strategy? c__� -_e SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? -nccSe an BACKGROUND: Public Works has several purchases that are routine in nature and repetitive each year but require Council approval because they exceed the charter limitation of $15,000. Staff is requesting authorization to process blanket purchase orders for 2018 to cover the items described herein. ANALYSIS /CONCLUSIONS: The adopted 2018 Public Works budget has the following amounts established for: 2018 Budeeted Amounts • De -icing salt for sanding operations $ 24,790 • Fuel for City vehicles $155,000 • Bituminous asphalt for patching and paving $ 47,300 • Water service stop box repairs $ 70,000 Public Works Department purchases de -icing salt off of the State of Minnesota Contract, which is bid for the 2017 -2018 winter season for multiple municipalities. The 2017 -2018 contract for salt is in effect from June 8, 2017 until June 7, 2018, so the vendor and unit price may change. The current contract supplier is Compass Materials. In the past, the City has purchased its unleaded and diesel fuel from two sources: the State of Minnesota Fuel Purchasing Contract and the Anoka County Cooperative Purchasing Contract. The City will purchase 50% of its fuel off the state contract and the remainder off the lowest available purchasing contract, which in recent years has been Anoka County. For street patching and repairs, staff obtains unit price bids for asphalt materials annually, and in 2017, the primary source was Commercial Asphalt, but is subject to mix (type) availability on high demand days. For delinquent accounts and foreclosed properties, the City makes water stop box repairs in accordance with City ordinance. Pricing for curb stop repairs is provided on a unit price basis for a one -year term through 2018. RECOMMENDED MOTION: Move for approval to authorize staff to process blanket purchase orders in an amount not to exceed the 2018 budget amounts for: • De -icing salt for salt /sanding operations purchased off the State of Minnesota Purchasing Contract. • Fuel (unleaded and diesel) for City vehicles from the State of Minnesota Purchasing Contract and the Anoka County Cooperative Agreement. • Bituminous asphalt for patching /paving City streets and alleys from Commercial Asphalt, or City of St. Paul, or T.A. Schifsky & Son's. • Curb stop and service repairs for delinquent accounts and foreclosed properties. 69 b CH COLUMBIA HEIGHTS AGENDA SECTION CONSENT AGENDA ITEM NO. 70 MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: LICENSE AGENDA DEPARTMENT: COMMUNITY DEVELOPMENT CITY MANAGER'S APPROVAL: BY /DATE: JAN 3, 2018 BY /DATE: CITY STRATEGY: #1; Safe Community Additional Strategy? --noose - yte m. SHORT TERM GOAL (IF APPLICABLE): --_- o c s e u_� em Additional Goal? Choose ar -em BACKGROUND: BACKGROUND /ANALYSIS Attached is the business license agenda for the January 8, 2018 Council meeting. This agenda consists of applications for 2018 Contractor Licenses and 2018 Business Licenses. At the top of the license agenda you will notice a phrase stating *Signed Waiver Form Accompanied Application. This means that the data privacy form has been submitted as required. If not submitted, certain information cannot be released to the public. RECOMMENDED MOTION: Move to approve the items as listed on the business license agenda for January 8, 2018 as presented. ATTACHMENTS: 70 City of Columbia Heights - Council Letter TO CITY COUNCIL Jan 8, 2018 *Signed Waiver Form Accompanied Application CONTRACTOR'S LICENSES -2018 BLDG *ASAP Underground LLC *Associated Mech Cont *Legacy Mech Services *Silver Tree A & Htg *Twin City Htg & Air *Vinco Inc *Te1Com Communications Eco Mechanical Services *Practical Systems *Metropolitan Mech Cont *Roto Rooter Services *Apollo Htg & Air Northern's One Hour *Kath HVAC *Kraus- Anderson Const * B & B Plumbing *Yale Mechanical *Gilbert Mechanical *Fireside Hearth & Hm *Wenzel Htg & Air Cond *Horwitz Inc. *Master Mechanical Inc *J & M Conc & Waterproof *Priority Air Mechanical *Nick's Tree Services *The Davey Tree Expert *Hiawatha Tree Service 2355 Fairview Ave, Roseville 1267 Marschall Rd, Shakopee 114 Thomas Cir, Monticello 1335 Mendota Hts Rd, Mendota Hts 10600 University Ave NW, Coon Rapids PO Box 907, Forest Lake 2218 200th St E, Clearwater 16159 Marble St NW, Ramsey 3230 Gorham Ave, St Louis Pk 7450 Flying Cloud Dr, Ed Prairie 14530 27th Ave N, Plymouth 10510 Hwy 36 Blvd, Oakdale 9431 Alpine Dr, Ramsey 3096 Rice St, Little Canada 501 So 8th St, Mpls 25593 109th St NW, Zimmerman 220 W 80 St, Bloomington 5251 W 74th St, Edina 7571 215th St W, Lakeville 4145 Old Sibley Hwy, Eagan 7400 49th Ave N, New Hope 1027 Gemini Rd, Eagan 12535 Dodd Blvd, Rosemount 30638 108th St, Princeton 9000 Foxline Dr, Corcoran 1500 N Mantua St, Kent OH 522543 d Ave S, Mpls TEMPORARY LI+OIUOR -2018 EVENTS *SACA -Polar Plunge Event at Silver Lake Beach — January 27, 2018 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $80 $100 71 Page 2 U) F- M W 2 m D J 0 LL O F- 5 00 F- LU Q Z Z O n Q u r- Z O w F- u a W Q O C7 Z Z Z w W W a ~ � Z W a W 0 W Z z LL w 0 N 06 ca c m LL O Z 1— W W J_ U Z 0 I- 2 LLI la— 2 O Y Q U m Z Z � Q J LL LL O O LL H Z O Q � � �- c~!� OU U U N L U c O U Q E U O N N a N 3 a� a� L cn L �U c 7 O U CU a� co v cn N N_ N ca U) O N c c m U c ca a O U U ca c ca a� O 2 of r- r� C) Iq 0) O C O O N L c N LO 0) 00 L cm O O ti M LO co c0 It-- o -0 o E 2 c a N C N E E U N L A N L O L ca c (a F- r W Q m 2 D J 0 U- 0 H U a� c rn ca O N L ca U fa _N N O c 0 a c ca a� c E m X O c ca N U � O N U >+ ca cn C- L L � O co n rn W + + + # # + # E p CD x xF4 # # # x CD w # # + w w W W # # # x> + + w w O # # # u u >H U # # # H # # # # # H H O F O # # # W W H p • s s + O O a OD # # + u 5 * * U U) [�4 v) O o 0 3 3 # 1 1 0 Lr) v A A # a ? o LO # # a E a a 4 4F # H H Huc� + + + w N woo u * * # N 'n a a # + z z O OD u u # # + # # # E E roU) # + + + +# H H C C C C C C C C C C C C C C C C R R. f # a a s s u uurlu�yu�y r r HP� 4s�14> 4 > x + H H r r 0 z 2 0 >1 0 # # # z z z rn x 4J « «zzzz #, O O O OD ui # # + u u w w x z z z z 0 00 # H H u u 4t 0 0 m U # # FC FC 9 4+ N N m +J �T a) # # a + C O f # # it C o l ul N l E + + u a) w w w # a a a a# O O • 4 41 ro • # + # # . . 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H I La Wa O xHxw Z £`✓ 4 F i4zw ma�0 Z lW X�4 x% P Q H H H 0 P OQHHCD53 Z0 HCD m I C7 m •• N E d 44 d U' HH W U r.�F U H W aHH FFW W O C�FFCU ZFCH �l S+m .. Pim �Qaaaa 7 7aa 7 m iiaZ�C Z Q Z I 2 aH �i H e �I HQ F(',pp�, I C HNm w��r� Ol04 w a �H�as H a F F Q x a w a F F F H w W F a a m 0 a Q FC a W H Um W a I U 1 Z 4 w w r� Wzz Fi-IUa W W E H H H H WDagWElFg00p WWr�a' WPiWP+WP+P+FSWOO13zHWmm �-I W F. W I U I W Zfi �0 < U m I W I Z�CuC�CdpWmEEWmW W�IQEFCNH WHDHHHEQ FCFCFCFCFC99<W WFHW W0zHZ FI U I x Z d U q I C7a Wwum44E,mEFFmW UUUUUUU3mam�lmUpJHWH t a HN a x x i x U) \ Z Z I HH'T N Ln W O H H N kO 0 m N m H N U) O H r O ri N M '4' (n NH Lo OLo a` H OE W X010 O�Or m m CA CQ i f17 O W W I ONONNNNNMmm�� 'W 'V d' a'" C' C' d' a'�0101D r v OD rn W E U xP4 CD a H a W 4 x U W H W d' a a� 00 U Wv]a 000 �o c O Ln E a a H C7 C7 U U) E z � W �4 W rn p co O �j x m D C x � H ,V Q i U N U W � I E I U) z l 3 r O t u] •• N E ! x Z U oo a U I z-1 < ul a �0 u w a Q I FC H \ a w� a E U) z z I W O o w 1 LO co CH COLUMBIA HEIGHTS AGENDA SECTION PUBLIC HEARINGS ITEM NO. 8A MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER STAFF RECOMMENDATION: Adopt Resolution 2018 -007, 50015 Street N.E., being declarations of nuisance and emergency abatement of violations within the City of Columbia Heights regarding property at: 50015th Street N.E. for ordinance violations pursuant to Chapter 8, Article II, of City Code RECOMMENDED MOTION(S): Move to close the public hearing and to waive the reading of Resolution 2018 -007, there being ample copies available to the public. Move to adopt Resolution Number 2018 -007, being resolution of the City Council of the City of Columbia Heights declaring the property listed a nuisance and approving the emergency abatement of violations from the property pursuant to City Code section 8.206. ATTACHMENTS: 2018 -007 City Council Resolution — Emergency Abatement to Clean Up Structure Fire 50015th Street N.E. 86 RESOLUTION 2018 -007 Resolution of the City Council for the City of Columbia Heights declaring the property a nuisance and approving emergency abatement of ordinance violations pursuant to Chapter 8, Article II, of City Code, of the property owned by Margaret Barnett (Hereinafter "Owner of Record "). Whereas, the owner of record is the legal owner of the real property located at 50015th Street N.E. Columbia Heights, Minnesota. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights Makes the following: FINDINGS OF FACT 1. That on Dec. 30, 2017 firefighters were brought to the scene on a garage structure fire. 2. That based upon said records of the Fire Department, the following conditions and violations of City Codes(s) were found to exist and have been abated, to wit: A. Approve the emergency abatement of the hazardous situation located at 50015th Street N.E. CONCLUSIONS OF COUNCIL 1. That the property located at 5001 5th Street N.E. is in violation of the provisions of the Columbia Heights City Code as set forth in the Notice of Abatement. 2. That the emergency abatement of the hazardous situation located at 50015th Street N.E. is hereby approved. ORDER OF COUNCIL 1. The property located at 50015th Street N.E. constitutes a nuisance pursuant to City Code. Passed this 8th day of January, 2018 Offered by: Second by: Roll Call: Mayor Donna Schmitt Attest: Katie Bruno City Clerk /Council Secretary 87 �,i COLUMBIA HEIGHTS AGENDA SECTION NEW BUSINESS ITEM NO. 9Aa MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Ordinance No. 1645 — Pertaining to the Planning Commission DEPARTMENT: Community Development CITY MANAGER'S A PROVAL: I zzz?��d BY /DATE: Joe Hogeboom/ 12 -11 -17 BY /DATE :'" CITY STRATEGY: #2: Economic Strength Additional Strategy? #6: Excellent Housing /Neighborhoods SHORT TERM GOAL (IF APPLICABLE): #2 Conduct an Evaluation of City Services and Staffing Levels Additional Goal? BACKGROUND: The City's Planning and Zoning Commission (proposed to be named the "Planning Commission ") operates under Ordinance that was last amended several years ago. Staff proposes that several changes be made to the operational bylaws of the Commission. The changes are described below: • Increase Commission membership from five (5) to seven (7) members. • Formally change the name of the commission to the "Planning Commission ". • Formally create a "Vice Chairperson" and a "Secretary /Treasurer" position. • Require that officers are elected annually. • Change meeting start times from 7:00 pm to 6:00 pm. • Create an attendance requirement. • Adding the Community Development Director as a member ex- officio, and removing the City Engineer as a member ex- officio. STAFF RECOMMENDATION: Staff recommends approval of Ordinance No. 1645, establishing certain changes to the operational bylaws of the Planning and Zoning Commission. RECOMMENDED MOTION(S): Motion: Waive the reading of Ordinance No. 1645, there being ample copies available to the public. Motion: Move to set the second reading of Ordinance No. 1645, being an ordinance establishing certain changes to the operational bylaws of the Planning and Zoning Commission, to January 22, 2018. ATTACHMENT: 1. Ordinance No. 1645 (2 pages) 2. Proposed Planning Commission Bylaws (1 page) 88 ORDINANCE NO. 1645 BEING AN ORDINANCE AMENDING ORDINANCE NO. 1407, CITY CODE OF 2005, PERTAINING TO THE PLANNING COMMISSION The City of Columbia Heights does ordain: Chapter 3, Article III. Section 6, Subsection 3.306(1), which currently reads as follows, to wit: 3.306(1) A Planning and Zoning Commission is hereby established which shall consist of five members to be organized as follows: (a) The members shall be appointed by the Council and may be removed by a four - fifths vote of the Council. The City Engineer, Zoning Administrator, Building Official and City Attorney shall serve as ex- officio members of the Commission. (b) The appointed members shall serve a term of four years to be staggered so that the term of one member shall expire each year. Every member shall take an oath that he /she will faithfully discharge the duties of office. (c) The Commission shall elect a Chairperson from among its membership. The Secretary need not be designated from the Commission membership. Is hereby amended to read as follows: 3.306(1) A Planning Commission is hereby established which shall consist of seven (7) members to be organized as follows: (a) The members shall be appointed by the Council and may be removed by a four -fifths vote of the Council. The Community Development Director, City Planner, Building Official and City Attorney shall serve as ex- officio members of the Commission. (b) The appointed members shall serve a term of four (4) years to be staggered so that the term of one member shall expire each year. Every member shall take an oath that he /she will faithfully discharge the duties of office. (c) The Commission shall elect a Chairperson, Vice Chairperson and Secretary /Treasurer from among its membership. Officer 89 positions shall be elected annually at the first meeting of the year. The Recording Secretary need not be designated from Planning Commission membership. (d) Planning Commissioners must attend a minimum of seventy -five (75) percent of regularly scheduled annual meetings. Failure to meet this requirement shall result in a recommendation to the City Council for a Commissioner's removal. (e) Regular monthly meetings of the Planning Commission shall take place at 6:00 pm on the first Tuesday of each month in City Council Chambers, unless otherwise publicly noted. 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: Donna Schmitt, Mayor Attest: Katie Bruno, City Clerk /Council Secretary 90 CH COLUMBIA HEIGHTS Planning Commission Bylaws Effective February 23, 2018 The Planning Commission's mission is to assist with land use, zoning and long -range planning matters within the City of Columbia Heights, to ensure high - quality development, and to apply rules and regulations in a fair and consistent manner. The Planning Commission follows and maintains a Zoning and Development Ordinance and a Comprehensive Plan for the physical development of the City of Columbia Heights. The Planning Commission reviews, investigates and makes recommendations to the City Council on various issues such as Site Plans, Conditional Use Permits, Variances, Lot Subdivisions and Rezoning. Per City Ordinance, the Planning Commission abides by the following rules and regulations: (a) The members shall be appointed by the Council and may be removed by a four - fifths vote of the Council. The Community Development Director, City Planner, Building Official and City Attorney shall serve as ex- officio members of the Commission. (b) The appointed members shall serve a term of four (4) years to be staggered so that the term of one member shall expire each year. Every member shall take an oath that he /she will faithfully discharge the duties of office. (c) The Commission shall elect a Chairperson, Vice Chairperson and Secretary /Treasurer from among its membership. Officer positions shall be elected annually at the first meeting of the year. The Recording Secretary need not be designated from Planning Commission membership. (d) Planning Commissioners must attend a minimum of seventy -five (75) percent of regularly scheduled annual meetings. Failure to meet this requirement shall result in a recommendation to the City Council for a Commissioner's removal. (e) Regular monthly meetings of the Planning Commission shall take place at 6:00 pm on the first Tuesday of each month in City Council Chambers, unless otherwise publicly noted. 1*1