HomeMy WebLinkAbout11-26-2018 CCPColumbia
Heights
All-America City
1� 1
2016
1. CALL TO ORDER /ROLL CALL
CG LU ICI B IR Mayor
CH Donna Schmitt
E I G Ii TS Councilmembers
H
Robert A. Williams
www.columblaheightsmn.gov John Murzyn, Jr.
AGENDA Connie Buesgens
CITY COUNCIL MEETING Nick Novitsky
City Manager
CITY HALL - COUNCIL CHAMBERS Walter R. Fehst
59040 1h AVE NE
MONDAY, NOVEMBER 26, 2018
7:00 PM
2. INVOCATION - Invocation provided by Linda McCollough, Community United Methodist Church
3. PLEDGE OF ALLEGIANCE
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.
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
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 November 13, 2018
MOTION: Move to approve the minutes of the November 15, 2018; the reconvened November 13th City
Council meeting
B. Authorize School Liaison Officer Contract with Columbia Heights School District pg 12
MOTION: Move to authorize the Mayor and Police Chief to enter into a Joint Powers agreement with
Columbia Heights Public Schools for the provision of a Police School Liaison Officer program as stipulated
in the Joint Powers Agreement for the period of January 1 through December 31, 2019.
C. Consideration of a resolution canceling the City Of Columbia Heights regular City Council
Meeting scheduled for Monday December 24, 2018 p8 29
MOTION: Move to waive the reading of Resolution No. 2018 -94, there being ample copies available to
the public.
City of Columbia Heights
City Council Agenda
November 26, 2018
MOTION: Move to adopt Resolution 2018 -94, being a Resolution canceling the City Council meeting
scheduled for December 24, 2018
D. Consideration of Resolution establishing Precinct and Polling Locations for 2019 Election Year pg 31
MOTION: Move to wave the reading of Resolution No. 2018 -87, there being ample copies available to
the public.
MOTION: Motion to adopt Resolution No. 2018 -87, establishing Precinct and Polling locations for 2018
Election Year.
E. Adopt Resolution 2018 -90 Accepting the Feasibility Report for Concrete Alley Reconstruction and
ordering the Public Improvement Hearing, City Project No. 1906 pg 33
MOTION: Move to waive the reading of Resolution 2018 -90, there being ample copies available for the
public.
MOTION: Move to adopt Resolution 2018 -90, being a resolution accepting the Feasibility Report for
Concrete Alley Reconstruction, City Project No. 1906, and ordering the Public Improvement Hearing
beginning at 6:00 p.m. on February 4, 2019.
F. Adopt Resolution 2018 -91 Accepting the Feasibility Report For State Aid Street Rehabilitation
Program and Ordering the Public Improvement Hearing, City Project No. 1907 pg 42
MOTION: Move to waive the reading of Resolution 2018 -91, there being ample copies available to the
public.
MOTION: Move to adopt Resolution 2018 -91, being a resolution accepting the Feasibility Report for State
Aid Street Rehabilitation Program, City Project No. 1907, and ordering the Public Improvement Hearing
beginning at 6:30 p.m. on February 4, 2019.
G. Adopt a Pothole Repair Policy pg 55
MOTION: Move to approve and adopt a Pothole Repair Policy for the City of Columbia Heights
H. Resolution Adopting the 2018 -2019 Snow and Ice Control Policy pg 58
MOTION: Move to waive the reading of Resolution No. 2018 -86, there being ample copies available to
the public.
MOTION: Move to approve and adopt Resolution No. 2018 -86, being a resolution adopting the 2018-
2019 Snow and Ice Control Policy for the City of Columbia Heights.
I. Approve Final Payment for HSIP Central Lighting — City Project No. 1608 pg 76
MOTION: Move to accept the work for HSIP Central Lighting, City Project No. 1608, and authorize final
payment of $45,050.28 to Thomas & Son, Inc. of Rogers, Minnesota.
J. Final Compensating Change Order and Final Payment for 2017 State Aid Street Rehabilitation and
Sidewalk Improvements (39th avenue) and 2017 State Aid Storm Sewer and Street Improvements (40th
Avenue), Project Nos. 1705, 1706, and 1712 pg 78
MOTION: Move to approve the final compensating change order in the amount of $77,264.10, accept the
work for 2017 State Aid Street Rehabilitation and Sidewalk Improvements (39th Avenue) and 2017 State
Aid Storm Sewer and Street Improvements (40th Avenue), City Project Numbers 1705, 1706, and 1712,
and authorize final payment of $78,006.13 to Forest Lake Contracting, Inc. of Forest Lake, Minnesota.
City of Columbia Heights November 26, 2018
Citv Council Agenda Page 3
K. Final Payment for Sanitary Sewer Lining, Project 1704 pg 85
MOTION: Move to accept the work for Sanitary Sewer Lining, City Project No. 1704, and to authorize
final payment of $6,643.02 to Hydro -Klean of Des Moines, Iowa.
L. Extension of GIS Range Rider Contract pg 87
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.
M. Adopt Resolution 2018 -92 Establishing Senior Citizens or Retired & Disabled Persons
Hardship Special Assessment Deferral pg 97
MOTION: Move to waive the reading of Resolution No. 2018 -92 there being ample copies available to the
public.
MOTION: Move to adopt Resolution No. 2018 -92, being a resolution establishing a new maximum
income of $35,700.00 for Senior or Retired and Disabled Persons to be eligible for special assessment
deferral.
N. Adopt Resolution 2018 -93 Updating Income Limit for Senior Citizen Utility Rates pg 100
MOTION: Move to waive the reading of Resolution 2018 -93, there being ample copies available to the
public.
MOTION: Move to adopt Resolution 2018 -93, being a resolution updating the income limit for senior
citizen utility rates.
O. Consideration of approval of attached list of rental housing applications. pg 102
MOTION: Move to approve the items listed for rental housing license applications for November 26,
2018, in that they have met the requirements of the Property Maintenance Code.
pg 108
P. Approve Business License Applications
MOTION: Move to approve the items as listed on the business license agenda for November 26, 2018.
Q. Review of Bills pg 110
MOTION: Move that in accordance with Minnesota Statute 412.271, subd. 8 the City Council has
reviewed the enclosed list of claims paid by check and by electronic funds transfer in the amount of
$1,216,281.88.
MOTION: Move to approve the Consent Agenda items.
8. PUBLIC HEARINGS pg 125
A. Consideration of revocation of the license to operate a rental unit within the City of Columbia
Heights is requested against the rental property at 4408 Monroe Street NE for failure to meet the
requirements of the Residential Maintenance Codes.
MOTION: Move to close the public hearing and to waive the reading of Resolution Number 2018 -89,
being ample copies available to the public.
MOTION: Move to adopt Resolution Number 2018 -89, being a Resolution of the City Council of the
City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section
5A.408(A) of the rental license listed.
City of Columbia Heights
City Council Agenda
9. ITEMS FOR CONSIDERATION
November 26, 2018
Paee 4
A. Other Ordinances and Resolutions
a. Consideration of City Manager Employment Agreement pg 128
MOTION: Move to waive the reading of Resolution No. 2018 -88, there being ample copies available to
the public.
MOTION: Move to approve Resolution No. 2018 -88, authorizing an employment contract for the city
manager position to Kelli Bourgeois.
B. Bid Considerations
C. New Business and Reports
10. CITY COUNCIL AND ADMINISTRATIVE REPORTS
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
/,/0 /Z0, ."Z'
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 @columbiaheightsmn.gov, to make
arrangements.
OFFICIAL PROCEEDINGS
CITY OF COLUMBIA HEIGHTS
CITY COUNCIL MEETING
NOVEMBER 13, 2018
The following are the minutes for the regular meeting of the City Council held at 7:00 PM on Monday,
November 13, 2018 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights,
Minnesota
1. CALL TO ORDER /ROLL CALL
Mayor Schmitt called the meeting to order at 7:03 p.m.
Present: Mayor Schmitt, Councilmember Williams, Councilmember Murzyn, Jr., Councilmember
Buesgens, and Councilmember Novitsky
Also Present: Walt Fehst, City Manager; Jim Hoeft, City Attorney; Kelli Bourgeois, Human Resources
Director /Assistant City Manager; Joe Kloiber, Finance Director; and Katie Bruno, City Clerk /Council
Secretary
2. INVOCATION
Invocation provided by Father James Peterson, Immaculate Conception 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 Williams to make the following
addition to the agenda: "Discussion of City Manager position." All Ayes, Motion Carried.
Motion by Councilmember Murzyn, Jr., seconded by Councilmember Novitsky to approve the agenda as
amended. All Ayes, Motion Carried.
6. PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS
A. Presentation of check to the Recreation Department from the Columbia Heights Athletic Booster
Association
Jared Severson; Columbia Heights Athletic Boosters, presented a check to the Columbia Heights
Recreation Department for $13,000. Keith Windschitl thanked the Boosters for their support, indicating
funds are used to assist with purchasing uniforms and equipment. Manager Fehst thanked the
Boosters, noting that historically more than $1,000,000 has been received from the Boosters.
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.)
City Council Minutes
November 13, 2018
Page 2 of 5
A. Approve Minutes of the City Council
MOTION: Move to approve the minutes of the City Council meeting of October 22, 2018
B. Accept Board & Commission Meeting Minutes
MOTION: Move to accept the Traffic Commission minutes from October 1, 2018
MOTION: Move to accept the Library Board minutes from October 3, 2018
MOTION: Move to accept the EDA minutes from October 1, 2018
C. Designate Approximately 65 Feet of "No Parking" on the East and North Sides of Fairway Drive at the
Corner next to 1665 Fairway Drive
MOTION: Move to designate approximately 65 feet of "No Parking" on the east and north sides of Fairway
Drive at the corner next to 1665 Fairway Drive, based on the recommendation of the Traffic Commission.
D. Canvass of 2018 General Election Results
MOTION: Move to waive the reading of Resolution No. 2018 -85 there being ample copies available to the
public.
MOTION: Move to adopt Resolution 2018 -85 being a Resolution canvassing municipal general election
returns and approve the signing of the Abstract.
E. Approve Business License Applications
MOTION: Move to approve the items as listed on the business license agenda for November 13, 2018.
F. Review of Bills
MOTION: Move that in accordance with Minnesota Statute 412.271, subd. 8 the City Council has reviewed
the enclosed list of claims paid by check and by electronic funds transfer in the amount of
$1,235,779.69.
Motion by Councilmember Buesgens, seconded by Councilmember Williams to approve the Consent
Agenda as presented. All Ayes, Motion Carried.
8. PUBLIC HEARINGS
9. ITEMS FOR CONSIDERATION
A. Other Ordinances and Resolutions
a. Consideration of City Of Columbia Heights, Minnesota, Resolution 2018 -84 Providing For The Sale
Of $2,100,000 General Obligation Public Facilities Refunding Bonds, Series 2018a
Finance Director Joe Kloiber reported that market conditions present an opportunity to reduce annual
interest expense by refinancing Public Facilities Series 2009A. The City's and EDA's bond consultant
estimates the present value of the interest savings to be $96,000.
Mayor Schmitt questioned the original interest rate of the bonds. Kloiber indicated the current rate is
4 %, the estimated rate with the refinance is 3.6 %.
Motion by Councilmember Buesgens, seconded by Councilmember Williams to waive the reading of
Resolution 2018 -84, there being ample copies available to the public. All Ayes, Motion Carried.
City Council Minutes
November 13, 2018
Page 3 of 5
Motion by Councilmember Buesgens, seconded by Councilmember Williams to adopt Resolution 2018-
84, being a resolution providing for the sale of $2,100,000 General Obligation Public Facilities Refunding
Bonds, Series 2018A. All Ayes, Motion Carried.
B. Bid Considerations
C. New Business and Reports
10. ADMINISTRATIVE REPORTS
Councilmember Buesgens attended an MWMO Citizen Advisory Committee meeting, Truck or Treat,
Local Government Officials meeting in Andover, the Traffic Commission meeting, the EDA Meeting, and
the Police Departments luncheon. She expressed gratitude to those who voted in support of the school
district questions.
Councilmember Novitsky attended Coffee with a Cop at Community Grounds. Novitsky thanked the
voters, and invited the community to attend the Taste of Heights on November 16tH
Mayor Schmitt attended a fund raising concert for St Matthew Church, an open house at the Islamic
Center located in Fridley, the Sister Cities Gala celebrating 100 years, and the MWMO Board meeting.
City Manager Walt Fehst wished everyone a bountiful Thanksgiving.
City Attorney Jim Hoeft commended and congratulated all of the candidates in the recent election.
11. COMMUNITY FORUM
ADDED TO THE AGENDA:
A. Discussion of City Management position
Councilmember Buesgens stated that because City Manager Fehst will be retiring soon, she would like
to discuss offering that position to the current Assistant City Manager. Buesgens reported that Kelli
Bourgeois is currently a Finalist for a City Manager position in another city. Buesgens requested that the
council discuss the option of offering Bourgeois the position, before she continues the interview process
with the other city. Buesgens commented that Bourgeois is familiar with the operations of the city, and
a new hire could take 1 -2 years to get established. Councilmember Murzyn, Jr. agreed with Buesgens,
describing Kelli as an outstanding person to work with. Councilmember Williams also agreed, stating he
thinks Bourgeois would make a great City Manager.
Councilmember Novitsky expressed concern with rushing into hiring a replacement for Fehst, prior to
receiving a resignation notice from him. Buesgens commented that the reason for the rush is because
of the possibility of Buesgens being hired by another city. Murzyn, Jr. acknowledged that the process is
hurried, noting that the circumstances call for a quick decision. He noted that every staff member he
talked to stated that Bourgeois would be a great choice. Murzyn, Jr. also commented on the costs
associated with hiring a search firm to hire the next city manager.
Manager Fehst acknowledged the fact that rushing into a decision is not always advisable, because of
the possibility of Bourgeois leaving, making an offer should be considered.
Mayor Schmitt clarified that the full council is responsible for hiring a city manager. Schmitt stated this
is premature, a job cannot be offered until a resignation is received. Schmitt indicated that salary
information, benefits, and a job description need to be discussed prior to offering a position.
City Council Minutes
November 13, 2018
Page 4 of 5
City Attorney Hoeft clarified that the council has the option to recess the meeting to allow time to
further discuss the item.
Finance Director Joe Kloiber commented that if both the City Manager and the Assistant City Manager
positions were vacant, that could be problematic in obtaining applicants.
12. RECESS
Motion by Councilmember Buesgens, seconded by Councilmember Novitsky to recess the meeting until
6:00 on Thursday, November 15th for further consideration. All Ayes, Motion carried.
City Manager Walt Fehst commented that Councilmember Williams will be calling in to participate in
the reconvened session.
Meeting recessed at 7:52 p.m.
Respectively Submitted,
Katie Bruno, City Clerk /Council Secretary
RESOLUTION NO. 2018-83
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, the City Council intends to assess the benefitted property for all or a portion of the cost of the
improvement, pursuant to Minnesota Statutes, Section 429.011 to 429.111 (Laws 1953, Chapter 398, as
amended), and Section 1036.201 to 103B.251, as follows:
1907 STATE AID STREET OVERLAY PROGRAM
Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia
Heights, the City Council of the City of Columbia Heights makes the following:
FINDINGS OF FACT
That the proposed improvements be referred to Mr. Kevin Hansen, City Engineer, for study, and that he is
instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to
whether the proposed improvements are necessary, cost effective, and feasible and as to whether it should best
be made as proposed or in connection with some other improvement, the estimated cost of the improvement
as recommended and a description of the methodology used to calculate individual assessments for affected
parcels.
City Council Minutes
November 13, 2018
Page 5 of 5
RESOLUTION NO. 2018-84
A. WHEREAS, the City Council of the City of Columbia Heights, Minnesota has heretofore determined that it
is necessary and expedient to issue the City's $2,100,000 General Obligation Public Facilities Refunding
Bonds, Series 2018A (the "Bonds "), to finance a refunding of the City's 2009A Public Facilities Bonds. in the
City; and
B. WHEREAS, the City has retained Ehlers & Associates, Inc., in Roseville, Minnesota ( "Ehlers "), as its
independent municipal advisor for the Bonds in accordance with Minnesota Statutes, Section 475.60,
Subdivision 2(9);
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Columbia Heights, Minnesota, as
follows:
1.Authorization; Findings. The City Council hereby authorizes Ehlers to assist the City for the sale of the
Bonds.
2.Meeting; Proposal Opening. The City Council shall meet at Approximately 7:00 p.m. on December 10, 2018,
for the purpose of considering proposals for and awarding the sale of the Bonds.
3.Official Statement. In connection with said sale, the officers or employees of the City are hereby authorized
to cooperate with Ehlers and participate in the preparation of an official statement for the Bonds and to
execute and deliver it on behalf of the City upon its completion
9
OFFICIAL PROCEEDINGS
CITY OF COLUMBIA HEIGHTS
CITY COUNCIL MEETING
NOVEMBER 15, 2018
The following are the minutes for the Reconvened Meeting of the City Council held at 7:00 PM on Monday,
November 13, 2018 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, Minnesota,
reconvened on November 15, 2018 at 6:00 PM.
1. CALL TO ORDER /ROLL CALL
Mayor Schmitt called the meeting to order at 6:03 p.m.
Present: Mayor Schmitt, Councilmember Murzyn, Jr., Councilmember Buesgens, Councilmember Novitsky, and
Councilmember Williams (via telephone)
Also Present: Walt Fehst, City Manager; Jim Hoeft, City Attorney; Kelli Bourgeois, Human Resources
Director /Assistant City Manager; Joe Kloiber, Finance Director; Lenny Austin, Police Chief; Gary Gorman, Fire Chief;
Joe Hogeboom, Community Development Director; Kevin Hansen, Public Works Director; Renee Dougherty; Library
Director, Ben Sandell Communications Coordinator; and Katie Bruno, City Clerk /Council Secretary
A. Discussion of City Management position
Mayor Schmitt expressed her disappointment regarding the lack of communication in this process. She indicated
she was frustrated with Manager Fehst for his lack of assisting them in this process. Schmitt asked Fehst if a letter of
resignation has been submitted. Fehst responded that following his initial plan to retire in July, Mayor Schmitt asked
him to stay through the end of the year for the budget process. Fehst stated that if the Mayor would have
requested assistance; he would have helped. Schmitt indicated she has been working on an employment agreement,
and has discussed it with Kelli Bourgeois.
Councilmember Novitsky requested the City Manager submit a written resignation prior to filling the position.
Novitsky indicated that he was not aware of the proposal at the November 13th meeting, and was upset at the way
the information was relayed to the council. Novitsky stated that while he thinks Kelli is a good candidate, there are
no other applicants to compare. Fehst stated that all council members were made aware that Bourgeois was a
finalist for another position. Fehst indicated that he had thought Novitsky was aware of the situation.
Councilmember Buesgens stated that Bourgeois is highly qualified, and it would be smart to promote her.
Councilmember Murzyn, Jr. stated that we have a very competent person who has been excelling in her job, and it
would be unfortunate to lose her.
Councilmember Williams stated that he had always thought that Bourgeois was being mentored for the position for
the time when Fehst was to retire.
City Attorney Hoeft stated that a City Manager is hired at will, taking that into consideration, the council could
terminate the newly appointed city manager with a majority vote. Hoeft also stated the council could make the
offer contingent upon the City Manager's retirement.
KT Jacobs -4104 Monroe stated her concerns are with the process, not the qualifications of the candidate.
Jacobs asked for the entry level salary for this position. Fehst suggested for a city our size, $142,000 - $145,000.
Ramona Anderson -4132 Stinson requested the council conduct interviews, to seek the best person for the job.
Tia Wilke -4064 Reservoir Blvd requested more transparency in the process.
Clara Schmidt - 69147th Ave NE questioned why would get into a bidding war with another city, when there may be
equally qualified candidates. Schmidt also commented that this promotion would result in another vacancies
requiring replacement, resulting in an increase to the budget.
Shelley Johnson -1027 43 % Ave commented that various processes are practiced in business, including succession
planning. Johnson stated that training costs should be considered.
10
City Council Minutes
November 13, 2018,
Reconvened on November 15, 2018
Page 2 of 2
Stan Hoium -1105 42 %: suggested the council try to work towards a unanimous decision.
City Manager Fehst commented that the applicant indicated that if she received a reasonable offer from Columbia
Heights she would withdraw her applicaiton, because she likes working here. Fehst acknowledged this is not the
typical hiring schedule; it is where we are at.
Ted Landwehr -4034 7th St stated that the full council should be making the decision for the next City Manager, while
keeping everything transparent.
Joe Kloiber, Finance Director shared his experience with the interview process, indicating that an interview does not
compare to having a four year track record of an internal candidate.
Cliff Johnson -1027 43 %: Ave NE added his opinion that this process looks bad to the public.
Councilmember Buesgens requested Chief Lenny Austin offer his perspective. Councilmember Novitsky objected to
Buesgen's request.
Mayor Schmitt indicted that all of the division heads submitted letters of support for the candidate.
The Mayor announced the council would be recessing to an executive session to further discuss the item,
The meeting recessed at 7:00 PM.
The meeting reconvened at 8:01 PM.
Mayor Schmitt reported that the Council went over an Employment Agreement for the position of City Manager to
be offered to Kelli Bourgeois. Schmitt shared the following summary of the agreement;
Base annual salary $140,000, up to $5,000 contributed to deferred compensation plan, consideration of 32
Days of PTO; pending finance approval. An automobile allowance of $400 /month if a hybrid vehicle is purchased, if
not the car allowance will remain at $200 /month. Termination benefits would be 3 months for the first year, 6
months after one year.
Motion by Councilmember Buesgens, seconded by Councilmember Murzyn, Jr. to approve the offer to Kelli Bourgeois
consistent with the terms outlined in the summary. 4 Ayes -1 Nay, Motion Carried. Ayes; Schmitt, Buesgens,
Williams, and Murzyn, Jr. Nay; Novitsky
12. ADJOURNMENT
Motion by Councilmember Buesgens, seconded by Councilmember Murzyn, Jr. to adjourn. All Ayes, Motion carried.
Meeting adjourned at 8:08 PM.
Respectively Submitted,
Katie Bruno, City Clerk /Council Secretary
Iii
0 C,� COLUMBIA
HEIGHTS
AGENDA SECTION
CONSENT
ITEM NO.
7B
MEETING DATE
NOVEMBER 13, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM: Authorize School Liaison Officer Contract with Columbia Heights School District 12
DEPARTMENT: Police
CITY MANAGER'S APPROVAL: 1411
BY /DATE: Chief Lenny Austin 10/29/2018
BY /DATE: 07 Z/ �
CITY STRATEGY: #1; Safe Community
Additional Strategy? Choose an -torn.
SHORT TERM GOAL (IF APPLICABLE): #6 Build On and Expand Collaboration with the School District and Other
Public Entities
Additional Goal? Choose an item.
BACKGROUND:
For well over 20 years, the City of Columbia Heights and the Columbia Heights School District have partnered
on an agreement to fund a School Liaison Services program. The program continues to provide benefits to the
School District and the Police Department and is an important part of our police /youth initiative.
The School District shares expenses with the Police Department during the school year at the rate of one half
of 9 /12ths of the cost of providing the officer at the high school and middle school. The School District's share
for calendar year 2019, which includes wage, fringe and miscellaneous costs, is $50,665.00 for the high school
officer and $48,586.50 for the middle school officer, totaling $99,251.50. The wage amounts are based on the
2018 officers' union agreement plus 2.5 %, and the miscellaneous costs in the agreement were calculated
based on 2018 numbers, also increased by 2.5 %. The contract will be forwarded to the School District for
School Board review /approval once it's approved by the City Council.
Officer Jason Piehn is currently assigned as the High School Liaison Officer, and Officer Ibrahim Farah is now
the Liaison Officer at the Middle School (Columbia Academy). In their role as Liaison Officers, they develop
contacts with the students and staff at the schools that are invaluable in our investigation of juvenile crime.
They are also excellent role models to students, and their interaction at the schools is an important link
between law enforcement and the educational system. Connecting with community partners such as the
School District to focus on youth issues is part of the department's Strategic Plan.
STAFF RECOMMENDATION:
It is the recommendation of the Police Chief that this agreement be authorized.
RECOMMENDED MOTION(S):
MOTION: Move to authorize the Mayor and Police Chief to enter into a Joint Powers agreement with
Columbia Heights Public Schools for the provision of a Police School Liaison Officer program as stipulated in
the Joint Powers Agreement for the period of January 1 through December 31, 2019.
ATTACHMENTS:
School Liaison Officer Contract 2019
12
SCHOOL LIAISON OFFICER PROGRAM
January 1 through
December 31, 2019
Columbia Heights Police Department
and
Columbia Heights Public Schools
Prepared and Submitted by:
Chief Lenny Austin
October 26, 2019
13
TABLE OF CONTENTS
Subject Page
Mission, Goals and Primary Responsibilities of the
SchoolLiaison Officer ................................................................. ..............................3
Objectives of the School Liaison Officer Position ................................ ..............................4
Position Description - School Liaison Officer Position:
Accountability and Education Requirements .............................. ..............................6
Position Description - School Liaison Officer Position:
Qualifications.......................................................... ............................... ................ 7
Major Areas of Accountability for the
SchoolLiaison Officer Position .................................................. ..............................9
Guidelines for School Liaison Officer Position .................................. ............................... 11
JointPowers Agreement ....................................................................... .............................12
Cost Factor Breakdown: High School Liaison for 2019 ...................... .............................15
Cost Factor Breakdown: Middle School Liaison for 2019 ................... .............................16
In
MISSION, GOALS AND PRIMARY RESPONSIBILITIES OF THE SCHOOL
LIAISON OFFICER
Mission Statement:
The School Liaison Officer is placed in the school environment to identify, correct, and
prevent delinquent behaviors and activities, and to create a positive relationship between
youth, police, and other authority figures.
Goals:
To work with and through school administrators, counselors, teachers, and students to
develop a better understanding and a more positive attitude among students as to the role
of a police officer.
To work in liaison with school officials to provide, as much as possible, a safe and crime -
free environment for students and staff.
To act as a law enforcement consultant and educator to Columbia Heights School District
413 schools located in Columbia Heights and Hilltop.
To administer the D.A.R.E. (Drug Abuse Resistance Education) program in Columbia
Heights Public Schools.
Primary Responsibilities:
The School Liaison Officer shall function as a law enforcement officer within the school
environment and under the direction of the Columbia Heights Police Department
investigative supervisor. The School Liaison Officer shall act as a resource for students,
teachers, counselors, school administrators and parents. The School Liaison Officer shall
remain conscious that the primary responsibility is that of a law enforcement officer.
The School Liaison Officer plans and coordinates all functions of investigations relating
to juveniles and children, in both criminal and non - criminal matters to effectively solve
criminal cases and build a basis for successful prosecution when warranted and /or make
all appropriate dispositions of non - criminal matters.
The School Liaison Officer also develops and presents investigative reports to the County
Attorney and/or City Prosecuting Attorney for complaints and coordinates with other
juvenile referral agencies to appropriately handle juvenile criminal and non - criminal acts
that have come to the attention of the Department.
Page 3 15
THE OBJECTIVES OF THE SCHOOL LIAISON OFFICER POSITION ARE:
Objective W.
To provide a formal process or rationale to:
a. Enhance the general safety to students and faculty staff in and around
public schools.
b. Monitor and /or prevent juvenile gang activity and provide intelligence.
c. Reduce the use of uniform officer intervention at school sites for
response to school related service demands.
d. Maintain community contact for:
parents, students, neighborhoods, community organizations (PTA
and other service providers)
e. Handle incidents such as minor assaults, thefts, and threats as they occur
in the officer's assigned schools.
Indicator #I:
Lack of formal or informal complaints or concerns, either written or verbal.
Receipt of letters, phone calls or personal verbal contacts regarding individual
or program successes.
Objective #2:
To provide the following services to Columbia Heights School District #13 schools
located in Columbia Heights and Hilltop:
a. To coordinate and directly provide for, in appropriate circumstances, the
general safety of students and staff.
b. To monitor gang activity throughout school property and respond
appropriately to non - school related intelligence regarding gang activity.
C. To reduce the number of calls responded to by uniform officers at school
sites.
Page 4 16
Indicator #2:
Maintain adequate knowledge through review of daily reports, keeping abreast
of the above current problems and disseminating information to Investigations
and Patrol.
Objective #3:
Complete all investigations assigned or generated in the field to their proper
conclusion.
Indicator #3:
Pass Liaison supervisor's review of completed cases. One hundred percent of
cases must pass this review.
Objective #4:
Improvement and continual update of Liaison Program.
Indicator #4:
Yearly evaluations to be prepared by School Officials, Police Department and
Liaison Officer for annual review and evaluation.
Page 5 17
POSITION DESCRIPTION - SCHOOL LIAISON OFFICER
ACCOUNTABILITY AND EDUCATION REQUIREMENTS
The School Liaison Officer is a member of the department below the rank of Sergeant.
Officer may be assigned from the rank of police officer to serve as School Liaison
Officer. Officers who desire to serve in this assignment may submit their requests in
writing to the Police Captain. Officers serving in the assignment may be removed at the
discretion of the Chief of Police. The appointed School Liaison Officer may vacate this
position with thirty days written notice to the Chief of Police. While serving in this
assignment, officers shall receive a pay differential in accordance with the labor
agreement in effect at the time of the assignment.
Accountable to:
The School Liaison Officer reports to and is directly accountable to the Chief of Police or
his designee.
Education and Training Requirements:
POST licensed, supplemented by course work in investigative techniques, interview and
interrogation techniques and crime scene processing techniques.
Page 6 18
POSITION DESCRIPTION - SCHOOL LIAISON OFFICER
QUALIFICATIONS
1. Considerable knowledge of the principles of modern investigation techniques.
2. Thorough knowledge of scientific methods of crime detection and criminal
identification.
Thorough knowledge of federal, state and local laws and ordinances that are
enforced by the department.
4. The ability to communicate effectively both orally and in writing.
The ability to analyze complex criminal transactions and trends and to use
information obtained to successfully charge criminal offenders.
6. The ability to develop informants.
7. The ability to independently manage a number of investigations at any one time.
8. The ability to manage time effectively.
9. The ability to speak effectively in public.
10. The ability to work effectively with juveniles.
11. The ability to gain cooperation, support, and assistance of the area church organiza-
tions, County Welfare, County Court Services, Juvenile Court, County and City
law enforcement, and other agencies in the community.
12. To meet as needed with members of the personnel team and police department
representatives to discuss individual student and student body problems that affect
school or police department objectives.
13. The ability to provide educational materials and lectures for the students, the
school staff and the community on juvenile problems and problem areas, available
assistance services for the students and their parents, and other topics deemed
important.
14. The ability to assist in the classroom in the teaching of physical, mental and social
effects of alcohol and narcotic use and abuse.
15. The ability to train the school staff in matters of school security, symptoms of drug
abuse, etc.
16. The ability to identify and take proactive steps to prevent activities that lead or
could lead to delinquent behavior and /or activities.
Page 7 19
17. The ability to establish a favorable rapport with students as a means for preventing
delinquent behavior and activities.
18. The ability to maintain the police image. The School Liaison Officer is responsible
for the enforcement of city and state law, but whose treatment is fair and
recognizes he /she is working in a juvenile environment. The School Liaison
Officer must assure the students and the staff that he /she is not in the school to
create a police state, he /she is there to assist the administrative staff and students.
19. The ability to promote informal contacts between the students and the police, to
increase communication and understanding between the two.
20. The ability to meet all other requirements and performance criteria defined for
patrol officer position.
21. The ability to serve as a resource person for law enforcement and juvenile court
procedures. The officer will be in a position with the school to develop a better
understanding and have additional pertinent information for juvenile court
determinations.
22. The School Liaison Officer is often in a favorable position to work on many
creative programs and can work with juvenile group leaders trying to interest them
in constructive activities of a recreational or social nature.
Page 8 20
MAJOR AREAS OF ACCOUNTABILITY OF THE SCHOOL LIAISON
OFFICER POSITION
To attend school staff meetings as a resource person in developing and adopting
procedures that will contribute to the prevention of juvenile delinquency.
1 To communicate and cooperate with county welfare officers, probation personnel,
and other members of the professional community when appropriate.
To assist school staff members in understanding the Anoka County Juvenile Court
System, law enforcement ramifications, and the technique of court referrals when
necessary.
4. To be a part of the total team effort to provide role models and prevent undesirable
behavior patterns from developing. Endeavor to build and maintain rapport
between youth, school, and police by day -to -day contact as a resource person.
To become involved in school and outside youth activities in order to understand
special problems of youth and how they may be positively addressed. Participate
in community affairs as requested or assigned, and be available for lectures to
school and community groups.
6. To facilitate education programs for students; i.e., acts as a resource person in the
continuing development of drug education, etc.
7. To assist and advise in security matters regarding school buildings and properties
that are normally supervised by school staff members upon request of appropriate
school official(s).
8. To maintain individual police skills, including physical conditioning. Stay abreast
of developments in the crime prevention and youth relations fields and changes in
related laws and ordinances.
9. To prepare and submit necessary case files regarding cases assigned or
investigated.
10. To work under the direction of the investigative supervisor and will accept input
from appropriate school administrative personnel.
11. Investigates reported crimes, both in and out of the school environment, for the
purpose of collecting evidence and identifying, locating, questioning witnesses and
suspects, and making legal arrests as justified by the facts developed.
12. Obtains and processes physical evidence. Handles or arranges for the processing
of a crime scene including measurements, fingerprints, photos and drawings, etc.
Page 9 21
13. Ensures proper development of cases for prosecution, builds an accurate and
complete case file through reports of actions and findings. Coordinates the
disposition of all juvenile matters to provide for unified approach.
14. Ensures proper disposition of cases for prosecution, builds an accurate and
complete case file through reports of actions and findings. Coordinates the
disposition of all juvenile matters to provide for a unified approach.
15. Ensures proper disposition of all assigned cases, meets with the Investigative
Supervisor regularly to review the status of all cases and determines whether to
pursue, delay or close the matter.
16. Confers with parents, other members of the Criminal Justice System, and those
private and public agencies within the community which are involved in the case,
counseling or treatment of juveniles, children or family units, in the disposition of
matters involving juveniles and /or children.
17. Preparation and presentation of appropriate material to students of elementary,
junior and senior high schools.
Page 10 22
GUIDELINES FOR THE SCHOOL LIAISON OFFICER POSITION
Work week will be based on a 40 -hour week.
2. Work hours will be proximate to the school day.
Will be assigned a department vehicle while on -duty.
4. Time commitment is appropriately divided in each of the following categories:
a. In- school activity at high school or middle school
b. Case investigation, training, and meetings as scheduled
c. D.A.R.E.
d. Elementary schools
Primarily reports to the Investigative Supervisor. Secondary supervisor is the on-
duty police supervisor.
6. Must report to a supervisor daily, but is authorized to report immediately to the
school each day if approved.
7. Must be prepared to perform all police functions, as the officer is subject to
immediate call -out for other activities, but must be discreet in the visibility of
police equipment.
8. Will be assigned a cellular phone, and the phone must be operational during all
hours when on duty.
9. Break time will be as defined in the union agreement.
10. Will be assigned desk space at the Police Department and will be provided
appropriate office space and supplies by the schools.
11, Must dress in a manner that is acceptable to school administrators and with the
approval of the Chief of Police.
12. The officer is at all times under police supervision, but is expected to work closely
with school administrators and staff. The objective is to solve problems, assist
school staff, and to assist students.
13, Will keep a log and prepare appropriate reports to the Chief of Police or his
designee.
Page 11
23
JOINT POWERS AGREEMENT
This Joint Powers Agreement dated this day of is made pursuant to
M.S. 471.59 by and between the City of Columbia Heights (City) and Columbia Heights
Public Schools (School District).
Purpose: The purpose of this agreement is to create, fund, and implement the
positions of Police School Liaison Officer.
2. Duties and Responsibilities: The job description for the School Liaison Officer is
attached.
Selection Process: From applications of qualified applicants for the position of
School Liaison Officer, one or more candidates will be selected by a selection
board made up of School District #13 personnel and appointed Police Department
personnel. Oral interviews arc to be administered by the same selection board. The
final appointment of the School Liaison Officers are at the discretion of the Chief
of Police. The School Liaison Officer may be removed from the position at the
discretion of the Chief of Police.
4. Funding: The School District and City will share the following expenses equally
during the school year, except in no event may the School District's share of the
expenses exceed 1/2 of 9/12 of the total officer compensation and benefit package
for the High School Liaison Officer and the Middle School Liaison Officer.
A. Officer's Salary
B. Position Grade Enhancement
C. Holiday Pay
D. F.I.C.A.
E. Workers Compensation
F. P.E.R.A.
G. Hospitalization
H. Training and Equipment
I. Vehicle - related Costs
The cost breakdowns for the period of January 1, 2019 through December 31, 2019
are attached.
Page 12
24
Billing: The City shall submit a bill to the School District, which will be paid
within thirty days of receipt.
6. Term: This agreement shall commence on January 1, 2019, and shall end on
December 31, 2019.
7. General Provisions: The Police School Liaison Officer is a city employee and
shall not be considered an employee of the School District for any purpose,
including but not limited to salaries, wages, other compensation, or fringe benefits,
Workers Compensation, Unemployment Compensation, P.E.R.A., Social Security,
liability insurance, keeping of personnel records, termination of employment,
individual contracts or other contractual rights. The officer will report to and be
directed by the Investigative Supervisor, but will consult regularly with the School
District officials. The officer will have office space and phone at the assigned
school without cost to the City.
Indemnification by City: The School Liaison Officer is a city employee. The City
shall indemnify, hold harmless, and defend the School District, its elected officials
and employees against any and all liability, loss, costs, damages, expenses, claims
or actions which the School District, its officers and employees may hereafter
sustain, incur or be required to pay, arising out of or by reason of any negligent or
willful act or omission of the City, its agents or employees, in the execution,
performance, or failure to adequately perform the City's obligations pursuant to this
agreement.
9. Indemnification by School District: The School District shall indemnify, hold
harmless, and defend the City, its officers and employees against any and all
liability, loss, costs, damages, expenses, claims or action which the city, its officers
and employees may hereafter sustain, incur or be required to pay, arising out of or
by reason of any negligent or willful act or omission of the School District, its
agents or employees, in the execution, performance or failure to adequately
perform the School District's obligations pursuant to this agreement.
10. Termination of Agreement: Ninety day written notice by either School District or
City is required to terminate the program. The Liaison Officer can be removed at
any time following the written notification of termination of the program.
11. Temporary Reassignment: Temporary reassignment of the Liaison Officer is at
the discretion of the Chief of Police not to exceed thirty consecutive days, contract
to be renegotiated after thirty days.
Page 13
25
12. The resolution of unforeseen problems arising in this program shall be negotiated
by representatives appointed by the School District and the Chief of Police.
In witness whereof, the parties have executed this agreement the day and year first
written above.
City of Columbia Heights
Donna Schmitt
Mayor
Lenny Austin
Chief of Police
Page 14
Columbia Heights Public Schools
Kathy Kelly
Superintendent of Schools
John Larkin
School Board Chair
26
COST FACTOR BREAKDOWN
MIDDLE SCHOOL LIAISON OFFICER PROGRAM
2019
Base Wage — Middle School Liaison Officer:
Patrol Top Wage
Liaison Officer Premium
Longevity ( -0 -)
Holiday pay
Deferred Compensation
Overtime Allocation
Total Base Wage
Compensation and Fringe:
$6,816.25 /month
$ 200.00 /month
$ -0- /month
$ 81,795.00 /year
$ 2,400.00 /year
$ -0- /year
$ 4,482.00 /year
$ 425.00 /year
$ 5,125.00 /year
$ 94,227.00/year
F.I.C.A. (1.45 %) $ 1,366.00 /year
Workers Comp (4.42 %) $ 4,165.00 /year
P.E.R.A. (16.20 %) $ 15,265.00 /year
Employee Insurance ($865 /month +$100 /mo to health savings) $$ 11,580.096Lear
Total Fringe Benefit Costs $ 32,376.00/year
Miscellaneous Costs:
Training and equipment allowance
Vehicle related expense
Total Miscellaneous Costs
Total Yearly Costs
To compute monthly total:
$129,559.00 divided by 12 months = $ 10,797.00
To compute school year total:
$10,797.00 X 9 months (school yr) = $97,173.00
To compute School District cost:
'/z of 9/12 funding formula = $48,586.50
Total Cost to Columbia Heights Public Schools
For Middle School Officer for 2019:
Page 15
$ 1,819.00 /year
$ 1.137.00/year
$ 2,956.00 /year
$129,559.00 /year
$ 48,586.50
27
COST FACTOR BREAKDOWN
HIGH SCHOOL LIAISON OFFICER PROGRAM
2019
Base Wage — High School Liaison Officer:
Patrol Top Wage
Liaison Officer Premium
Longevity (16 year rate)
Holiday pay
Deferred Compensation
Overtime Allocation
Total Base Wage
Compensation and Fringe:
$6,816.25 /month
$ 200.00 /month
$ 376.57 /month
$ 81,795.00 /year
$ 2,400.00 /year
$ 4,632.00 /year
$ 4,482.00 /year
$ 425.00 /year
$ 5.125.00 /year
$ 98,859.00/year
F.I.C.A. (1.45 %) $ 1,433.00 /year
Workers Comp (4.2 %) $ 4,266.00 /year
P.E.R.A. (16.20 %) $ 16,015.00 /year
Employee Insurance ($865 /month +$100 /mo to health savings) $ 11,5$0.00 /year
Total Fringe Benefit Costs $ 33,294.00year
Miscellaneous Costs:
Training and equipment allowance
Vehicle related expense
Total Miscellaneous Costs
Total Yearly Costs
To compute monthly total:
$135,109.00 divided by 12 months = $ 11,259.00
To compute school year total:
$11,259.00 X 9 months (school yr) = $101,331.00
To compute School District cost:
'/z of 9/12 funding formula = $50,665.00
Total Cost to Columbia Heights Public Schools
For High School Officer for 2019:
Page 16
$ 1,819.00 /year
$ 1.337.00 /year
$ 2,956.00 /year
$135,109.00 /year
$ 50,665.00
28
CH COLUMBIA
HEIGHTS
AGENDA SECTION
CONSENT
ITEM NO.
7C
MEETING DATE
NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM: Consideration of Resolution canceling the City Council meeting scheduled for December 24, 018
DEPARTMENT: Administration
CITY MANAGER'S APPROVPL:
BY /DATE: Katie Bruno
BY /DATE: J/
BACKGROUND:
The second scheduled City Council meeting in December is on Monday, December 24, 2018. In the past the
Council has chosen to cancel the second meeting in December.
RECOMMENDED MOTION(S):
MOTION: Move to waive the reading of Resolution No. 2018 -94, there being ample copies available to the
public.
MOTION: Move to adopt Resolution 2018 -94, being a Resolution canceling the City Council meeting scheduled
for December 24, 2018
ATTACHMENTS:
Resolution 2018 -94
29
Canceling 12 -24 -2018 meeting
RESOLUTION NO. 2018-94
A RESOLUTION CANCELING THE CITY OF COLUMBIA HEIGHTS REGULAR CITY COUNCIL MEETING
SCHEDULED FOR MONDAY DECEMBER 24, 2018
WHEREAS: The City of Columbia Heights has historically cancelled the second meeting in December; and
WHEREAS: The City Council has agreed to cancel the regular Council meeting scheduled for Monday,
December 24, 2018
NOW, THEREFORE, BE IT RESOLVED, that all interested parties be advised of this change.
Passed this 28th of November, 2016
Offered by:
Seconded by:
Roll Call:
Donna Schmitt, Mayor
Attest:
Katie Bruno, City Clerk /Council Secretary
30
C,� COLUMBIA
HEIGHTS
AGENDA SECTION
CONSENT
ITEM NO.
7D
MEETING DATE
NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
Consideration of Resolution establishing Precinct and Polling Locations for 2019 Election Year
DEPARTMENT: Administration
CITY MANAGER'S APPRO AL:
BY /DATE: Katie Bruno / November IS, 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:
In November, 2017 we were notified by the Anoka County Elections office that all cities are required to adopt
a resolution establishing their polling places for the coming year, prior to December 31St. Even if there will be
no changes from what was designated in a prior resolution or if an election is not planned for.
This request stems from legislative changes to the language in MN Statute 2046.16; requiring both cities
and school districts to pass a resolution prior to December 31St of each year setting polling places
for the following year. School Districts can still use combination precincts, they must designate a polling place
for the combination that has been designated by the municipality.
STAFF RECOMMENDATION:
Staff recommends approval of this item, as presented.
RECOMMENDED MOTION(S):
MOTION: Move to wave the reading of Resolution No. 2018 -87, there being ample copies available to the
public.
MOTION: Motion to adopt Resolution No. 2018 -87, establishing Precinct and Polling locations for 2018
Election Year.
ATTACHMENTS:
Resolution No. 2018 -87
31
RESOLUTION # 2018 -87
RESOLUTION ESTABLISHING PRECINCT AND
POLLING LOCATIONS FOR 2019 ELECTION YEAR
WHEREAS, Minnesota Statute 2046.16, 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:
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
40th 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 2019 as required by
MN Statute, Rule and Administrative Policy of the City.
Passed this 26th day of November, 2018
Offered by:
Seconded by:
Roll Call:
Donna Schmitt, Mayor
Attest:
Katie Bruno, City Clerk /Council Secretary
32
CH COLUMBIA
HEIGHTS
AGENDA SECTION CONSENT
ITEM NO. 7E
MEETING DATE NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
ADOPT RESOLUTION 2018 -90 ACCEPTING THE FEASIBILITY REPORT FOR CONCRETE ALLEY
RECONSTRUCTION AND ORDERING THE PUBLIC IMPROVEMENT HEARING, CITY PROJECT NO 1906
DEPARTMENT: Public Works
CITY MANAGER'S APPROVAL:
BY /DATE: Kevin Hansen / November 15, 2018
BY /DATE: /
i/ al
CITY STRATEGY: #7: Strong Infastructure /Public Services
Additional Strategy? Choose an item
SHORT TERM GOAL (IF APPLICABLE): N/A
Additional Goal? Choose an item
BACKGROUND: Staff has developed preliminary plans and prepared the draft Feasibility Report for Alley
Reconstruction of the following alleys:
1. Washington Street to Jefferson Street, 41St Avenue to 42nd Avenue,
2. Madison Street to Monroe Street, 40th Avenue to 41St Avenue, and
3. Madison Street to Monroe Street, 42nd Avenue to 43rd Avenue.
ANALYSIS /CONCLUSIONS: Attached is the Feasibility Report that details the scope of work. Particular issues
are summarized below:
Rehabilitation Strategy:
These existing bituminous alleys have severely deteriorated and are requiring more extensive maintenance
each year, especially in the spring. Current City standards have established new or reconstructed alleys to be
concrete construction with an inverse crown which facilitates drainage at the center of the alley. The
advantages of concrete are longer design life, ease and ability to construct and maintain an inverse crown, and
lower maintenance costs.
2. Utility Construction:
Storm sewer extensions may be required to correct drainage issues and improve the collection system.
3. Retaining Walls:
Private retaining walls range from good to poor condition.
4. Assessment Methodology:
Alleys are assessed to the benefitted properties on a parcel basis. Single family and duplex units are
subsidized, based on the funds available, and /or past practice. Commercial, multi - family, and industrial
properties pay 100% of the assessment cost consistent with our current street rehabilitation assessing policy.
5. Scope of Work: (please reference attached map)
These three alleys are proposed to be constructed with 12' wide concrete. Adjacent bituminous and concrete
driveways and turf will be restored to match the new alley grade.
33
City of Columbia Heights - Council Letter Page 2
6. Financing:
The estimated construction costs are as follows:
1. Alley reconstruction: $474,034
2. Utilities: $ **
Project funding is proposed as follows:
Assessments: $238,931
Storm Sewer Fund: $ **
The costs and associated funding for utility work ( * *) will be further developed during the final design.
Staff is recommending a residential unit rate of $2,891 per lot, with the infrastructure fund paying the balance.
It should be noted that the original 20 -year cost projection for the Street Rehabilitation Program did not
include alleys. Alleys are not eligible for reimbursement under the State Aid funding system. The 20 -year
update provided to Council in September of this year includes 2 or 3 alleys projected on a 4 year cycle.
7. Past Assessments:
Properties on Jefferson Street have had a street assessment for mill and overlay on Jefferson Street in 2016.
8. Meeting Dates:
Staff has proposed the following meeting dates:
Resident Informational: January 24, 2019
Public Hearing: February 4, 2019
RECOMMENDED MOTION(S): Move to waive the reading of Resolution 2018 -90, there being ample copies
available for the public.
Move to adopt Resolution 2018 -90, being a resolution accepting the Feasibility Report for Concrete Alley
Reconstruction, City Project No. 1906, and ordering the Public Improvement Hearing beginning at 6:00 p.m. on
February 4, 2019.
ATTACHMENT(S):
Resolution 2018 -90
Feasibility Report
Map
34
RESOLUTION NO. 2018-90
A resolution of the City Council for the City of Columbia Heights, Minnesota,
WHEREAS, the City Council of Columbia Heights is proposing to reconstruct select alleys in the city that have
not been constructed under the alley program, and
WHEREAS, pursuant to Resolution No. 2018 -82, a report has been prepared by the City Engineer with
reference to the Program, and the following alley(s):
Washington Street to Jefferson Street, 41st Avenue to 42nd Avenue
Madison Street to Monroe Street, 40th Avenue to 41st Avenue, and
Madison Street to Monroe Street, 42nd Avenue to 43rd Avenue
WHEREAS, the report provides information regarding whether the proposed project is feasible, necessary and
cost - effective, and
Said report is hereby received by the City Council of Columbia Heights on November 26, 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
$474,034.
2. A public hearing shall be held on such proposed improvement on the 4th day of February, 2019 in the
City Council Chambers at 590 40th Avenue N.E. at 6:00 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 26th day of November, 2018
Offered by:
Seconded by:
Roll Call:
Donna K. Schmitt, Mayor
Attest:
Katie Bruno, City Clerk/Council Secretary
35
CH City of Columbia Heights
FEASIBILITY REPORT
FOR
2019 ALLEY RECONSTRUCTION
IMPROVEMENTS
CITY PROJECT 1906
NOVEMBER 2018
ENGINEERING DEPARTMENT
63738 th Avenue NE, Columbia Heights, MN 55421
763 - 706 -3700 ❖ 763 - 706 -3701 (Fax)
KI
2019 ALLEY RECONSTRUCTION IMPROVEMENTS
COLUMBIA HEIGHTS, MINNESOTA
PROJECT NUMBER 1906
LOCATION: WASHINGTON TO JEFFERSON STREETS, 41sT TO 42ND AVENUES
MADISON TO MONROE STREETS, 40TH T041 ST AVENUES
MADISON TO MONROE STREETS, 42ND TO 43RD AVENUES
This feasibility study includes an analysis of proposed alley reconstruction.
IMPROVEMENTS: Alley Reconstruction —
Removal of existing surfacing and underlying materials as necessary to
accommodate construction, granular sub -base if needed, 6" of new aggregate
base, 8" of new concrete surfacing and restoration of adjacent driveways and
turf areas.
Utility Construction —
Storm sewer improvements as required to improve the collection system.
INITIATION: City Council in accordance with the Alley Rehabilitation Policy.
OWNERS The location of each alley is described below and shown on the attached map.
BENEFITTING: The total number of parcels is 69.
OWNERS Alley Reconstruction
ABUTTING 1. Washington to Jefferson Streets, 41St to 42nd Avenues (20)
AND IMPACTED: 2. Madison to Monroe Streets, 40th to 41St Avenues (23)
3. Madison to Monroe Streets, 42nd to 43rd Avenues (26)
ISSUES: The following is a study of the key project issues.
Alley Reconstruction
The alley right of way is 14' wide. The proposed alley would consist of a 12'
cross section, with concrete surfacing.
Condition
All of the alleys have bituminous surfacing. These alleys need significant pothole
patching each spring and at times throughout the summer /fall months. The
37
alleys were constructed in the early 1960s.
Access
Several properties have limited access to the alley due to differences in
elevations. These properties have a steep slope between the rear of the
property and the alley.
Retaining Walks
Private retaining walls range from good to poor condition.
Based on proposed versus existing grades, slope paving or small retaining walls
may be required along sections of the alley.
Utilities
Where needed, storm sewer improvements will be made by extending the pipe
and adding catch basins.
FEASIBILITY: The proposed improvement project is necessary to provide consistency with the
alley reconstruction policy, cost - effective with the inclusion of partial city
funding for construction and utility work, 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 of 2019, with substantial
completion occurring in the late summer of 2019.
Council orders Feasibility Report Oct 22, 2018
Council receives Feasibility Report and Orders Public Improvement Hearing Nov 26, 2018
Public Informational Meeting prior to Public Improvement Hearing Jan 24, 2019
Public Improvement Hearing and Council Orders Public Improvement Project Feb 4, 2019
Council Approves Plans and Specifications, Authorizes Advertisement for Bids Feb 11, 2019
Bid Opening Mar 19, 2019
Council Awards Contract Mar 25, 2019
Begin Construction May 2019
Construction Completed August 2019
FINANCING: Financing would be a combination of assessments to benefitted properties,
infrastructure and utility funds.
The estimated construction costs are as follows:
38
TVpe of Construction Proposed Assessments* Infrastructure Fund
Alley Reconstruction - Concrete $238,931. $235,103.
*Assessments do not include a discounted rate for parcels with limited access.
Discounted rates if any will be reviewed with Council prior to a public hearing.
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.
Percentages proposed to be assessed for alley reconstruction are consistent with
the policy. Utility work performed as part of the project will be paid for from the
appropriate utility fund.
ASSESSMENT: Assessments will be in accordance with the City's Alley Rehabilitation resolution,
policy and past practice. Assessments can be based on a per foot basis or a
parcel basis. Following the other Zone and Alley assessment policies,
assessments would be on a parcel basis. This assumes that all parcels benefit
equally for the strategy adjacent to their property.
39
2019 IMPROVEMENT PROGRAM
COLUMBIA HEIGHTS, MINNESOTA
ESTIMATED ASSESSMENTS - PROJECT NO. 1906
ALLEY RECONSTRUCTION
(Section 35, T30N, R24W)
I. ALLEY RECONSTRUCTION
WASHINGTON TO JEFFERSON STREETS, 41ST TO 42ND AVENUES
MADISON TO MONROE STREETS, 40TH T041 ST AVENUES
MADISON TO MONROE STREETS, 42ND TO 43RD AVENUES
CONCRETE ALLEY
Estimated Cost: $ 474,034.
Assessable Construction Cost: $ 238,931.
$ 2,891. per residential parcel
$ 6,380. per commercial /multi - family parcel
40
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COLUMBIA
- HEIGHTS-
AGENDA SECTION
CONSENT
ITEM NO.
7F
MEETING DATE
NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
ADOPT RESOLUTION 2018 -91 ACCEPTING THE FEASIBILITY REPORT FOR STATE AID STREET
REHABILITATION PROGRAM AND ORDERING THE PUBLIC IMPROVEMENT HEARING, CITY PROJECT NO.
1907
DEPARTMENT: Public Works
CITY MANAGER'S APPROVAL:
BY /DATE: Kevin Hansen / November 14, 2018
BY /DATE: /,?
CITY STRATEGY: #7: Strong Infastructure /Public Services /
Additional Strategy? Choose an item.
SHORT TERM GOAL (IF APPLICABLE): #6 Build On and Expand Collaboration with the School District and Other
Public Entities
Additional Goal? Choose an item.
BACKGROUND:
Staff has developed preliminary plans and prepared the Feasibility Report for Street Rehabilitation
Improvements on State Aid streets. The project street is 37th Avenue from 5th Street to Central Avenue (TH
65).37 th Avenue is the boundary between the cities of Columbia Heights and Minneapolis. The project is
being coordinated with the City of Minneapolis. The project is a continuation of the bituminous rehabilitation
of 37th Avenue initiated with the segment from Main Street to 5th Street completed in 2018.
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 2019 program, mill and overlay is proposed for 37th Avenue
from 5th Street to Central Avenue. 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.
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.
42
City of Columbia Heights - Council Letter
Page 2
2. Bicycle Lanes:
The City of Minneapolis is interested in adding dedicated bicycle lanes on 37th Avenue to provide pedestrian
routes and connections to other routes. This is consistent with both Cities pedestrian and trail plans. Due to
the width of the street, designated on- street bike lanes will require parking restrictions, unless a grade
separated trail is provided.
3. Sidewalk or Trail:
Sidewalk is proposed on the north side of 37th Avenue from 5th Street to Quincy Street. This would provide a
continuous sidewalk from University Avenue to Central Avenue. An alternative to the parking restrictions and
dedicated on- street bicycle lanes on 37th Avenue is a 10' wide trail on the north side, in lieu of a sidewalk.
4. 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, sanitary sewer, and storm sewer utility work is
proposed. For City of Columbia Heights' utilities, this work will be done by Columbia Heights Sewer and Water
Department.
5. 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 block type 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.
6. 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 45% (ADT is from 5,000 to 8,999) on 37`h Avenue from 5th Street to
Central Avenue.
7. Financing: Street Rehabilitation State Aid Streets
The estimated construction costs are as follows:
1. Mill & Overlay construction: $204,000
2. Utilities: $ **
Project funding is proposed as follows:
Assessments: $112,200
Infrastructure Fund: $112,200
Sanitary Sewer Fund: $ **
Water Construction Fund: $ **
Storm Sewer Fund: $ **
43
City of Columbia Heights - Council Letter Page 3
The costs and associated funding for utility work ( * *) will be further developed during the final design.
8. Past Assessments:
For 37th Avenue project, owners on Quincy Street, Jackson Street, and Van Buren Street have had an
assessment for full street reconstruction in 2004.
9. Concurrent Projects:
Three Alley Reconstruction projects in the area between Washington Street and Monroe Street from 40th
Avenue to 43rd Avenue are proposed. MnDOT is tentatively scheduled to replace the traffic signal at Central
Avenue (TH 65) and 41St Avenue.
10. Meeting Dates:
Staff has proposed the following meeting dates:
Resident Informational: December 4, 2018
(Joint meeting with City of Minneapolis)
Public Hearing: February 4, 2019
RECOMMENDED MOTION(S): Move to waive the reading of Resolution 2018 -91, there being ample copies
available to the public.
Move to adopt Resolution 2018 -91, being a resolution accepting the Feasibility Report for State Aid Street
Rehabilitation Program, City Project No. 1907, and ordering the Public Improvement Hearing beginning at 6:30
p.m. on February 4, 2019.
ATTACHMENTS:
Resolution 2018 -91
Feasibility Report
Map(s)
44
RESOLUTION NO. 2018 -91
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. 2018 -83, a report has been prepared by the City Engineer with
reference to the Program, and the following street(s):
37th Avenue NE, 5th Street to Central Avenue
WHEREAS, the report provides information regarding whether the proposed project is feasible, necessary and
cost - effective, and
Said report is hereby received by the City Council of Columbia Heights on November 26, 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
$225,000.
2. A public hearing shall be held on such proposed improvement on the 4th day of February, 2019 in the
City Council Chambers at 590 40th Avenue N.E. at 6:30 P.M. and the City Clerk shall give mailed and
published notice of such hearing and improvement as required by law.
Passed this 26th day of November, 2018
Offered by:
Seconded by:
Roll Call:
Attest:
Catie Bruno, City Clerk /Council Secretary
ORDER OF COUNCIL
Donna K. Schmitt, Mayor
1
45
CH
City of Columbia Heights
FEASIBILITY REPORT
FOR
2019 STREET REHABILITATION IMPROVEMENTS:
M.S.A.S. OVERLAY
CITY PROJECT 1907
NOVEMBER, 2018
ENGINEERING DEPARTMENT
63738 th Avenue NE, Columbia Heights, MN 55421
763 - 706 -3700 ❖ 763- 706 -3701 (Fax) 46
STREET REHABILITATION IMPROVEMENTS
COLUMBIA HEIGHTS, MINNESOTA
M.S.A.S.OVERLAY
PROJECT NUMBER 1907
LOCATION: 37TH AVENUE, 5TH STREET TO CENTRAL AVENUE
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, edge milling of the
existing bituminous surface and placement of new 2" bituminous pavement.
Striping on 37th Avenue may be modified to incorporate designated bicycle
lanes.
Sidewalk Construction -
New sidewalk is proposed on the north side of 37th Avenue from 5th Street to
Quincy Street. From Quincy Street to Central Avenue, all existing hazardous
sidewalk will be replaced and new pedestrian ramps will be constructed at each
intersection, except Central Avenue (TH 65).
Utility Construction -
No major water main, sanitary sewer, or storm sewer replacement is
proposed on 37th Avenue.
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 74.
OWNERS Mill and Overlay
ABUTTING 1. 37th Avenue, 5th Street to Madison Place (12)
OR 2. 37th Avenue, Madison Place to Madison Street (4)
IMPACTED: 3. 37th Avenue, Madison Street to Quincy Street (4)
4. 37th Avenue, Quincy Street to Jackson Street (21)
5. 37th Avenue, Jackson Street to Van Buren Street (20)
6. 37th Avenue, Van Buren Street to Central Avenue (13)
2
47
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. Minneapolis will be the lead agency. The City of Minneapolis
uses a combination of force account labor and contracted services for concrete
construction, milling, and paving.
Mill and Overlay
The proposed construction would consist of edge milling 2" depth of bituminous
pavement along the curb and gutter and paving a new 2" 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.
The City of Minneapolis is interested in dedicated bike lanes on 37th Avenue to
provide a connection to 5th Street, as shown on the attached map. Dedicated
bike lanes are safer for both the bicyclist and driver. Pedestrian connections are
also consistent with both cities Comprehensive Plans.
The options are listed below. Layouts displaying these options are included with
the attachments at the end of the report.
• No parking on both sides of 37th Avenue with 2 —12 ft. travel lanes and
2 - 8 ft. bike lanes.
• Parking on the north side only with 1— 7 ft. parking lane, 1— 5 ft. bike lane,
2 —11 ft. travel lanes, and 1— 6 ft. bike lane.
Sidewalk
Sidewalk is proposed on the north side of 37th Avenue from 5th Street to Quincy
Street. This would provide a continuous sidewalk from University Avenue to
Central Avenue. Based on sidewalk location and existing grades, small retaining
walls may be required along sections of the sidewalk. Sidewalk construction may
be done with a separate contract administered by the City of Columbia Heights —
not part of the JPA.
Replacement of pedestrian ramps to meet current ADA standards is being
evaluated whether the work will be done as part of the JPA project or the
separate sidewalk project.
An alternative to the parking restrictions and dedicated on- street bicycle lanes on
37th Avenue is a 10' wide trail on the north side, in lieu of a sidewalk. The right -
of -way on 37th Avenue is 80' with 19.5' of boulevard between the back of curb
and the property line. This option would require the existing sidewalk between
Quincy Street and Central Avenue be replaced.
48
Utilities
No major water main, sanitary sewer or storm sewer replacement is proposed
on 37th Avenue. Minor manhole /catch basin rehabilitation and installation of
new rings and castings have been, or will be done by Columbia Heights Sewer
and Water Department.
Roadway construction will include minor modifications to existing water main,
sanitary and storm sewer utility surface structures in order to meet proposed
finish grades.
Outstanding Assessments
Quincy Street, Jackson Street, and Van Buren Street
from 37th Avenue to mid -block between 37th and 38th Avenues
Owners on these streets were assessed a street rate for reconstruction in 2004.
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 2019,
with substantial completion occurring in the summer /early fall of 2019.
Council orders Feasibility Report
Oct 22, 2018
Council receives Feasibility Report and Orders Public Improvement Hearing
Nov 26, 2018
Public Informational meeting prior to Public Improvement Hearing
Dec 4, 2018
Council approves Joint Powers Agreement with City of Minneapolis
Jan 14, 2019
Public Improvement Hearing and Council orders Public Improvement Project
Feb 4, 2019
NOTE: The next 3 items will depend on the sidewalk construction provisions in the JPA:
Council Approves Plans and Specifications, Authorizes Advertisement for Bids Feb 11, 2019
Bid Opening Mar 19, 2019
Council Awards Contract Mar 25, 2019
Begin Construction
Construction Completed
May, 2019
Sept, 2019
FINANCING: Financing would be a combination of assessments to benefitted
properties, infrastructure fund including Municipal State Aid funds, and
utility funds. City of Minneapolis is responsible for south half of 37th
Avenue.
The estimated costs for north half of 37th Avenue are as follows:
49
Construction Proposed Infrastructure/
Type of Construction Cost Assessments MSAS Fund
Mill and Overlay $204,000 $112,200 $112,200
Engineering and Administration $20,400.
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.
■ 37th Avenue from 5th Street to Central Avenue has an average ADT of 6,600.
Properties will be subsidized 45 %.
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 Street. This assumes that all parcels benefit equally for the
strategy in front of their property or abutting it, in the case of the Avenue.
50
2019 IMPROVEMENT PROGRAM COLUMBIA HEIGHTS, MINNESOTA
ESTIMATED ASSESSMENTS - PROJECT NO. 1907
M.S.A.S. STREET REHABILITATION PROGRAM
(Section 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 overlay costs on a wider state aid street.
37TH AVENUE, 5TH STREET TO CENTRAL AVENUE
Estimated Cost (North %: of street): $204,000.
Assessable Construction Cost: $112,200.
Estimated Assessed Cost per Parcel*
C, I, MF Street: $2,730.75
C, I, MF Avenue: $ 910.25
Estimated Assessed Cost per Parcel*
Residential Street: $2,321.15
Residential Avenue: $ 773.75
*Estimated costs include 45% M.S.A.S. subsidy
51
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T
CH COLUMBIA
HEIGHTS
AGENDA SECTION
CONSENT
ITEM NO.
7G
MEETING DATE
NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
ADOPT A POTHOLE REPAIR POLICY
DEPARTMENT: Public Works
CITY MANAGER'S APPROVAL:
BY /DATE: Kevin Hansen / November 13, 2018
BY /DATE: AAV
CITY STRATEGY: #7: Strong Infastructure /Public Services
Additional Strategy? N/A
SHORT TERM GOAL (IF APPLICABLE): N/A
Additional Goal? Choose an item.
BACKGROUND:
The League of Minnesota Cities strongly recommends that every city have a Pothole Repair Policy. Based on
this recommendation, city staff has created a Pothole Repair Policy for the City of Columbia Heights. Such
policy explains city criteria for pothole repair, establishes a priority for repair actions, describes responses for
cold and hot weather, the role of weather conditions in the City's response, and the use of warning signs or
devices.
ANALYSIS /CONCLUSIONS:
City staff has developed a Pothole Repair Policy based on the League of Minnesota Cities model that explains
the role of pothole repair as a part of the City's street maintenance program. The policy elements are
summarized as follows:
• Establishes that pothole patching is part of our pavement management strategy
• Applies only to City streets and alleys.
• Defines who and when a pothole will be patched.
• Defines the criteria for a pothole (that will be patched).
• Establishes the priority and schedule for streets to be patched.
• That our annual program will be documented (when patched).
It should be noted that this does not establish new procedures, but provides in writing a policy of practices we
have been performing over the last several years.
STAFF RECOMMENDATION:
Public Works recommends adopting the Pothole Repair Policy.
RECOMMENDED MOTION(S): Move to approve and adopt a Pothole Repair Policy for the City of Columbia
Heights.
ATTACHMENT(S): Pothole Repair Policy
55
CITY OF COLUMBIA HEIGHTS, MINNESOTA
POTHOLE REPAIR POLICY
1. Introduction
The City of Columbia Heights, Minnesota finds that it is in the best interest of the
residents for the City to perform the maintenance of its city streets. An important part of
street maintenance is the repair of potholes. The City will repair potholes in a safe and
cost effective manner, keeping in mind safety, budget, personnel and environmental
concerns. The City will use City employees, equipment and /or private contractors to
provide this service. Pothole repair is part of the City's overall pavement management
program.
2. Application
This policy applies to city public streets and alleys. It does not apply to other
governmental unit's roads that go through the city unless there is a specific agreement
between the City and that other governmental unit, or to privately maintained streets.
3. When will the City Repair Potholes?
The Street Superintendent and /or Street Foreman will decide when to conduct pothole
repairs. Repairs will consist of two elements:
Crew Repair
A crew will be assigned an area to inspect. It will repair any potholes it finds in that area.
Each street will be inspected at a minimum of once a year depending on available
resources and factors such as weather and other street work that needs to be done. The
timing for the repairs will also be based upon those factors.
Response to Complaint or Accident
A supervisor will be sent out to inspect any street when the City receives a complaint or
notice of an accident or damage involving a pothole.
4. Criteria for Pothole Repair
Not every imperfection in a street surface is necessarily considered to be a pothole in
need of repair. The general criteria for repair will be a pothole that is two (2) inches or
more deep and over five (5) inches in diameter. The Street Superintendent or his or her
designated employee will have discretion to decide if a condition is a pothole in need of
repair.
5. How will Potholes be Repaired?
Potholes will be repaired temporarily during cold weather with a cold asphalt mix or other
means. During cold weather, the repairs will be limited to those determined to be
hazardous for motor vehicles. In warmer weather and when hot asphalt mix is available,
potholes will be filled with the hot asphalt mix or other means for a more permanent
repair.
2018 56 Pagel
6. Priorities and Schedule for which Streets' Potholes will be Repaired
The City has classified city streets based on the street function, traffic volume, and
importance to the welfare of the community. The City will repair those streets first that
are high volume and high speed routes that connect major sections of the city and provide
access for emergency fire, police, and medical services.
The second priority streets are those streets providing access to schools and commercial
businesses. The third priority streets are low volume residential streets. The fourth
priority areas are alleys and city parking lots.
7. Weather Conditions
Pothole repairs will be conducted only when weather conditions do not limit the ability to
perform the work or when such work would not endanger the safety of City employees
and equipment. Factors that may delay repairs are cold temperatures, rain, snow, and ice
conditions.
8. Documentation
Workers will document all street repairs to potholes that are made under this policy.
Records will not necessarily identify each individual pothole, but may show the general
street location where repairs were made.
9. Warning Signs or Devices
If the City knows of a pothole in a street and it is not able to repair it, Pubic Works will
consider whether it should use warning signs or devices. Factors that will be examined will
be the location of the pothole, how dangerous it is, and whether a warning sign or device
would be effective.
10. Review and Modification of Policy
The Street Superintendent shall keep on file all comments and complaints received
regarding this policy. The policy will be reviewed periodically. Any review will consider
comments and complaints since the last review and any other factors affecting the policy
or its implementation.
2018 Page 2
57
b CH COLUMBIA
HEIGHTS
AGENDA SECTION
CONSENT
ITEM NO.
7H
MEETING DATE
NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
RESOLUTION ADOPTING THE 2018 -2019 SNOW AND ICE CONTROL POLICY
DEPARTMENT: Public Works
CITY MANAGER'S APPROVAL:
BY /DATE: Kevin Hansen / November 13, 2018
BY /DATE: Y
CITY STRATEGY: #7: Strong Infastructure /Public Services
Additional Strategy? N/A
SHORT TERM GOAL (IF APPLICABLE): N/A
Additional Goal? Choose an item.
BACKGROUND:
The Snow and Ice Control Policy has been reviewed by city staff and minor changes were made this year.
These changes included minor equipment changes and operational clarification. Based upon an October 8,
1998 Snow and Ice Control workshop sponsored by the League of Minnesota Cities, it is strongly
recommended by attorneys at the LMC that every city have a Snow and Ice Control policy that is reviewed by
the City Council and approved by resolution. Since 1999 our policy has been reviewed with the Council on a
bi- annual basis with a resolution approving the City's Snow and Ice Control Policy.
ANALYSIS /CONCLUSIONS:
The plan has been updated for the 2018 -2019 year with minor revisions to clarify operational procedures:
• Miscellaneous snow removal from designated sidewalks was modified.
• Driveways and access to mailboxes was added.
• Columbia Heights will be responsible for plowing /ice control maintenance on 37th Avenue from Central
Avenue to Stinson Boulevard for 2018 -2019.
STAFF RECOMMENDATION: Public Works recommends passage of Resolution 2018 -86 adopting the 2018-
2019 Snow and Ice Control Policy.
RECOMMENDED MOTION(S): Move to waive the reading of Resolution No. 2018 -86, there being ample
copies available to the public.
Move to approve and adopt Resolution No. 2018 -86, being a resolution adopting the 2018 -2019 Snow and Ice
Control Policy for the City of Columbia Heights.
ATTACHMENT(S): Resolution 2018 -86
2018 -2019 Snow & Ice Control Policy
58
RESOLUTION NO. 2018-86
A resolution of the City Council for the City of Columbia Heights, Minnesota,
WHEREAS, a Snow and Ice Control Policy has been developed and recommended by City staff; and
WHEREAS, adoption of said policy has been determined to be in the best interest of the City of
Columbia Heights,
WHEREAS, the 2018 -2019 Snow and Ice Control Policy establishes the procedures, locations, and
equipment used for snow and ice control in the city of Columbia Heights.
Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of
Columbia Heights, the City Council of the City of Columbia Heights makes the following:
FINDINGS OF FACT
The City Council hereby approves and adopts a Snow and Ice Policy for the City of Columbia
Heights.
ORDER OF COUNCIL
Passed this 26th day of November, 2018
Offered by:
Seconded by:
Roll Call:
Donna K. Schmitt,
Attest:
Katie Bruno, City Clerk /Council Secretary
59
CITY OF COLUMBIA HEIGHTS
PUBLIC WORKS DEPARTMENT
SNOW AND ICE CONTROL POLICY
�4
i i sh
I
e
2018/2019
60
SNOWPLOWING AND ICE CONTROL POLICY
1. Introduction:
The City of Columbia Heights believes that it is in the best interest of the residents for
the City to assume basic responsibility for control of snow and ice on city streets.
Reasonable ice and snow control is necessary for routine travel and emergency services.
The City strives to provide such control in a safe and cost effective manner, keeping in
mind safety, budget, personnel and environmental concerns. The City will use city
employees, equipment and /or private contractors to provide this service. This policy
does not relieve the operator of private vehicles, pedestrians, property owners,
residents and all others that may be using public streets of their responsibility to act in a
reasonable, prudent and cautious manner, given the prevailing street conditions.
The City of Columbia Heights has a winter parking ordinance. This ordinance makes it
unlawful to park any vehicle on any street within the City between the hours of 2:00 and
6:00 AM from November 1 through March 31 unless a parking permit has been issued
for that vehicle. All parking permits are subject to suspension for snow removal or other
emergencies.
Furthermore, no parking is allowed on city streets after a 3" snowfall until the street is
plowed curb -to -curb.
1. When will city start snow and ice control operations?
The Director of Public Works or assigned representative will decide when to begin snow
or ice control operations. The criteria for that decision are:
A. Snow accumulation of three (3) inches or more;
B. Drifting of snow that causes problems for travel;
C. Icy conditions which seriously affect travel;
D. Time of snowfall in relationship to heavy use of streets;
E. Weather forecast, temperature, type of snow, duration and intensity of storm
The Police Department assists Public Works Maintenance in monitoring street
conditions and notifies Public Works Maintenance personnel of snow and ice conditions
needing immediate attention. Maintenance personnel are notified in accordance with
the Public Works Department policy for emergency calls.
2. How snow will be plowed?
Snow will be plowed in a manner so as to minimize traffic obstructions. The center of the
roadway will be plowed first. The snow shall then be pushed from centerline to curb on
two -way streets. On one -way streets or where there is a center boulevard, snow may be
pushed in either direction. Discharge shall go onto the boulevard area. Generally,
operations shall continue until all roads are passable. There may be instances when this is
not possible depending on storm conditions and other circumstances.
61
Priorities and schedule of streets plowing and snow removal.
The city has classified city streets based on the street function, traffic volume and
importance to the welfare of the community. Some priorities are performed
simultaneously depending on conditions and existing situations.
Priority #1 - Main thoroughfares, low volume residential and commercial streets, Public
Safety building parking lots and accesses, alleys, cul -de -sacs, dead ends, pump and lift
station accesses.
Priority #2 - Municipal building parking lots and sidewalks, pedestrian bridges, designated
sidewalk routes.
Priority #3 - (Business District, parking lots, widening streets, etc.) Snow removal as needed.
Priority #4 - Central Avenue (streetscape district only - 37th to 43`d Avenues). Snow removal
around bus benches as needed
Priority #5 - Park pathways, skating rinks and hockey rinks
Priority #6 - Industrial and school hydrants — snow removal as needed
Priority #7 - Residential hydrants — snow removal as needed — Assist Adopt -a- Hydrant
Program.
Priority #8 - Murzyn Hall, City Hall, Library. Check for ice dams and plugged drains.
Remove ice dams and open drains as needed.
During significant and severe storms, the city must be prepared to move personnel and
equipment to maintain priority routes first. In fulfilling the need to have all priority streets
safe and passable, when resources are limited, plowing of all other streets may be stopped
at any time so resources can be shifted to priority routes.
Unforeseeable circumstances may cause delays in completing assigned plow routes. Such
circumstances may include weather conditions that endanger the safety of snowplow
operators and /or safe and effective operation of equipment, commuter traffic, disabled
vehicles, poor visibility conditions, parked cars along streets, assistance to emergency
response vehicles, equipment breakdown, and personnel shortages.
3. Snow Removal
The Director of Public Works or assigned representative will determine if and when snow
will be removed from the area by truck. Such snow removal will occur in areas where there
is no room on the boulevard for snow storage and in areas where accumulated piles of
snow create a hazardous condition. Snow removal operations will not commence until
other snowplowing operations have been completed. Snow removal operations may also
62
be delayed depending on weather conditions, personnel and budget availability. The snow
will be removed and hauled to a snow storage area. The snow storage area will be located
so as to minimize environmental problems.
4. Work schedule for snowplow operators.
Snow plow operators will be expected to work eight -hour shifts. In severe snow
emergencies, operators sometimes have to work in excess of eight — hour shifts. Safety of
the plow operators and the public is important. Therefore, if additional qualified snow plow
operators are not available snow plowing /removal operations may be terminated after 12
hours to allow personnel adequate time for rest. Any decision to suspend operations shall
be made by the Director of Public Works and shall be based on the conditions of the storm.
5. Traffic Regulations
The city recognizes that snowplow operators are exempt from traffic regulations set forth in
Minnesota Statutes, Chapter 169 while actually engaged in work on streets, except for
regulations related to driving while impaired and the safety of school children. Pursuant to
this authority, snowplow operator engaged in snow removal or ice control on city streets
have discretion to disregard traffic laws set forth in Chapter 169, except for laws relating to
impaired driving and school children safety, when in their judgment, it is safe to disregard
such laws. The privileges granted herein to operators of snow removal and ice control
vehicles shall apply only if the vehicle is equipped with one lighted lamp displaying a
flashing, oscillating, or rotating amber light placed in such a position on the vehicle as to be
visible throughout an arc of 360 degrees.
6. Weather Conditions
Snow and ice control operations will be conducted only when weather conditions do not
endanger the safety of the snowplow operators and equipment. Factors that may delay
snow and ice control operations include but are not limited to: severe cold, significant
winds, and limited visibility.
7. Use of Sand, Salt, and other Chemicals
The city will use sand, salt, and other chemicals when there area hazardous ice or slippery
conditions. The city is concerned about the effect of such chemicals on the environment
and will limit its use for that reason.
8. Sidewalks
The city will maintain some of the sidewalks in the city. The list of those sidewalks is
attached. It is the responsibility of the resident and /or property owner to remove all
accumulated snow from all other sidewalks along public streets adjoining their property.
This includes any snow plowed from public streets onto the sidewalk.
63
9. Mailboxes
Coming into contact with a mailbox is a common obstacle snowplow operators face during
storm activities. The city will conduct a review of each mailbox incident to determine
whether the city will replace or provide reimbursement for the mailbox. Only mailboxes
actually hit by a snowplow will be the responsibility of the city. The city will not be
responsible for damage to mailboxes or support posts caused by snow or ice coming into
contact the mailbox. At the mailbox owner's request, the city will replace the mailbox with
a standard size, non - decorative metal mailbox and replace the support post as necessary
with a 4 "x 4 ", decay resistant wood support post, both installed by the city. Alternatively,
the city will reimburse the mailbox owner $75.00 for the replacement of the mailbox and
post by others.
10. Landscape
The city will not repair /replace sod damaged due to the application of sand, salt or other
deicing chemicals.
The city will repair sod damaged by snow plow during snow removal operations with black
dirt and grass seed.
Property owners who install decorative materials in the right -of -way do so at their own risk.
Damage within the public right -of -ways is the responsibility of the property owner,
including but not limited to: trees, shrubs, bushes, landscape materials, decorative rock,
retaining walls, fences and irrigation systems.
11. Deviation From Policy
The Director of Public works or appointed representative may deviate from this policy when
in his or her judgment it is in the best interest of the city or is necessary because of budget
needs or other circumstances. Changes in priorities (lasting more the 4 hours ) will be
documented as to what caused such actions, why the change was necessary, and for how
long the change is to be in effect. Those city employees and /or contractors affected will be
notified immediately by radio or cell phone of such changes with all communications
logged. Information logged will include the time and date of the communication, name of
the employee contacted, and how they were contacted. Any changes of priorities lasting
more that 24 hours should be made in a written record and the public should be informed
of such changes through normal methods used by the city for emergency notifications.
12. Complaint Procedures
Complaints will be recorded on telephone logs. Calls requiring service will be transferred to
a work request and forwarded to the appropriate supervisor for scheduling. Emergency
complaints will be handled in an expeditious manner as resources are available.
64
13. Driveways
One of the most frequent and challenging problems during snow removal from public
streets is the snow deposited in driveways during plowing operations. Snow accumulated
on the plow blade has no place to go but in the boulevard areas, which includes driveways.
The snow plow operators make every attempt to minimize the amount of snow deposited
in driveways but the amount can still be significant. Regardless, the City does not possess
resources to attempt to provide private driveway cleaning after plowing public roads.
14. Access to Mail Boxes
The snow plow operators make every effort to remove snow as close to the curb line as
practical and to provide access to mailboxes for the postal service. However, it is not
possible to provide perfect conditions and minimize damage to mailboxes due to the size
and type of equipment the City operates. Therefore, the final clearing adjacent to
mailboxes is the responsibility of each resident and subject to the delivery requirements of
the United States Postal Service.
15. Review and Modification of Policy
The Director of Public Works or appointed representative shall keep on file all comments
and complaints received regarding this policy. The policy will be reviewed periodically. Any
review will consider comments and complaints since the last review and any other factors
affecting the policy or its implementation.
65
PLOWING EMERGENCY - PERSONNEL & EQUIPMENT
A. Assignments by department
1. The Street Department shall remove snow according to the following priorities:
a. Assign personnel as necessary for street plowing and ice control operations.
b. Remove snow from main thoroughfares and apply salt and /or sand.
c. Remove snow from residential streets and alleys and apply salt and /or sand.
d. Remove snow from municipal parking lots.
e. Clean up alley openings, intersections and the deposits of snow left by
snowbirds. Follow up on complaints from the public and others. Any
personnel that become available will be assigned to help others wherever
needed. They may have to widen streets again the next day.
2. The Sewer and Water Department shall remove snow according to the following
priorities:
a. Furnish personnel as necessary for street plowing operations.
b. Plow entrances and areas around the water tower, pump houses, and lift
stations.
c. Clean sidewalks and entrances at the Library before it opens and, if necessary,
in the afternoon. Personnel shall assist others who are hand shoveling other
areas.
d. Personnel shall assist the Fire Department in digging out hydrants as needed.
Certain hydrants have been designated as critical and will witnessed by
reflective hydrant markers.
3. The Park Department shall remove snow according to the following priorities:
a. Furnish personnel as necessary for street plowing operations.
b. Clear snow and deice all City Hall, Public Safety building, and JPM sidewalks
and entrances. Public Safety building: For snow conditions of three (3)
inches or more the Fire Department shall initially clear all doorways, stairs,
and open the walks around the Public Safety Building. If there is only one
person in the Fire Department, they will contact Public Works who will
supply one person to help them. After all other work is accomplished; Public
Works shall finish widening the walkways.
.IPM maintenance_ personnel: Responsible for clearing snow from sidewalks
and entrances on weekends, holidays and evenings.
C. Remove snow from municipal sidewalks.
• Central Avenue & 49th Avenue - Pedestrian Bridge
66
• Public Safety Building
• City Hall and upper JPM parking lot
• Recreation and JPM — Mill Street sidewalk- front, back & side entrances
• Library — 3939 Central Avenue
• 900 40th Avenue (Van Buren Street — parking lot) - perimeter sidewalk
• 3982 Central Avenue — sidewalk on south side, Central Avenue to parking
lot
• Jefferson Street Divide sidewalk (46th Avenue and Jefferson Street)
• Liquor Store Top Valu #1 - 4950 Central Avenue — Sidewalk on Central
Avenue adjacent to street.
• Liquor Store Top Valu #2 - 2105 37th Avenue — Sidewalks on 37th Avenue &
Hart Blvd. adjacent to street
d. Remove snow from miscellaneous designated sidewalks.
West side
• 49th Avenue, University Avenue to Monroe Street
• 5th Street, 47th —48 th Avenue, east side sidewalk
• Jackson Street, 41St Avenue to 42nd Avenue (east side)
• 42nd Avenue — Jackson Street to Van Buren Street (south side)
• Central Avenue 4022 and 4024 (between buildings)
• 42nd and University (walk bridge) west side
• 40th Avenue, University Avenue bus stop, 3rd Street to University
Avenue
• 3942 Van Buren Street (storm water overflow area)
East Side
• 37th Avenue, north side, Reservoir Blvd. to first alley east
• 40th Avenue, Central Avenue to Hayes Street
• 44th Avenue (Tyler Street to Reservoir Boulevard)
e. Remove snow from park sidewalks.
Huset east and west, Jefferson Street
• Jackson Pond, south end sidewalk
• Edgemoor Park, 2nd Street sidewalk
• Ostrander Park, Tyler Street sidewalk and front entrance sidewalk
• Wargo Park, exterior sidewalk
• Gateway Park, exterior and interior sidewalk
f. Remove snow from park pathways.
• Huset West pathway
• University Avenue Bike path — 40th to 45th Avenue
67
• McKenna Park pathway
• Sullivan Lake Park pathway
• Curt Ramsdell Park pathway
• Silver Lake Beach
• LaBelle Park pathway
• Prestemon Park pathway
• Keyes Park pathway
g. Remove snow from sidewalks on Community Development properties.
West side
■ 3982 Van Buren Street
•
67040 th Avenue
• 828 40th Avenue
• 4235 Washington Street
•
41477 th Street
East Side
• 961 Gould Avenue
h. Remove snow from skating areas and park parking lots.
i. Roof Maintenance JPM, City Hall, Library.
Remove ice dams and unplug roof drains
4. The Sign Department personnel shall hand - shovel the pedestrian bridge and
spread deicer.
• Furnish personnel as necessary for street plowing operations
• 42nd and University Avenue (walk bridge)
5. The Engineering Department Techs shall remove snow and de -ice the walks and
steps around the Municipal Service Center building, parking lots and assist the Sign
Department in the removal of snow from the pedestrian bridge.
68
Drivable Equipment Used in Snow Emergencies:
Heavy Equipment
#9 Case front -end loader with front plow (two stage snow blower - used for snow
removal)
#14 Caterpillar front -end loader with front plow and wing plow
Dumn Trucks
#80 35,000 GVW International dump truck with reversible front plow, underbody plow,
wing plow and sander. (SW Quadrant)
#82 35,000 GVW International dump truck with reversible front plow, underbody plow,
wing plow and sander. (NE Quadrant)
#83 35,000 GVW International with reversible front plow, underbody plow, wing plow,
and sander. (NW Quadrant)
#84 35,000 GVW International with reversible front plow, underbody plow, wing plow,
and sander. (SE Quadrant)
#99 33,000 GVW Ford dump truck with adjustable front V -plow, underbody plow, wing
plow and sander (Alleys and parking lots).
#250 14,000 GVW Ford dump truck with front plow
Pickups
#8 4 x 4 1 ton Ford pickup with plow
#102 4 x 4 V -plow
#114 4 x 4 % ton Ford pickup with plow
#117 4 x 4 1 ton Ford pickup with plow
#137 4 x 4 1 ton Ford pickup with plow
#202 4 X 4 V -plow
#234 4 x 41 ton Ford pickup with plow (designated for Park use)
Misc. Equipment
#200 MT Trackless
#201 John Deere Gator (liquid ice control)
#232 Toro Groundsmaster 4 x 4 (with broom attachment)
#280 Caterpillar 247 Skid Steer (with snow bucket attachment)
#296 MT Trackless (with snow blower, plow and broom)
Street Plowing Routes
Attached are maps of main thoroughfares, quadrants, dead -end alleys and cul -de -sacs, thru
alleys, parking lots and snow removal areas.
1. Main thoroughfares — Dump trucks assigned to quadrants
2. Quadrants SW, NW, SE, NE — dump trucks
3. Thru - alleys - #99 dump truck with adjustable V- plow
4. Dead -end alleys and cul -de -sacs — Pickups and 1 ton dump trucks
5. Parking lots — Case front end loader ( #9)
69
6. MSC, SACA, Library, load sand trucks backhoe Caterpillar ( #128)
7. #14 front end loader — 37th Avenue to 40th Avenue from University to Central — Central
Avenue from 37th Avenue to 43`d Avenue (bump outs and pork chops). 37th Avenue to
45th Avenue from Main Street to University Avenue.
Main Thoroughfares: Quadrants
Four dump truck plows - each operator is assigned to a specific quadrant.
SW Quadrant. This area is from 37th Avenue to 45th Avenue (University Avenue
to Central Avenue). Plow main thoroughfares first. 40th Avenue, 44th Avenue, and 45th
Avenue (University Avenue, 45th to 42 "d) and Jefferson Street. (40th Avenue to 45th
Avenue)
NW Quadrant This area includes University Avenue to Central from 45th Avenue
to 53rd Avenue exclusive of the City of Hilltop. Again, this quadrant has five main
arterials to be plowed first, that being Jefferson Street; University Avenue Service Road;
49th Avenue, 51St Avenue and 53rd Avenue (Fridley plows 53`d Avenue, Columbia Heights
does ice control). The operator in this quadrant will start on the west end one time and
the east end another time in order to equalize the complaint of always being plowed last.
When the operator has finished plowing their own area, they will combine to finish
whatever area is not completed. Alternate starting points may be used each time.
SE Quadrant. This area includes 37th Avenue to 44th Avenue between Central
Avenue and Stinson Boulevard. This quadrant has seven main arterials to be plowed first
which include Reservoir Boulevard, 39th Avenue, 40th Avenue, Arthur Street, Hart
Boulevard, Stinson Boulevard, 37th Place, and Benjamin Street (43rd Avenue to 45th
Avenue). After the main arterial have been completed, plowing starts at Tyler Street from
th Avenue N and then works avenues from th to 44th
37 37 , then streets easterly to Stinson
Boulevard. When this has been accomplished, the plow will work the streets between
Central Avenue and Reservoir Boulevard. When the operator has finished plowing their
own area, they will combine to finish whatever area is not completed. Alternate starting
points may be used each time.
Note: We share the responsibility of plowing 37th Avenue from Stinson Boulevard to Main
Street with the City of Minneapolis. 37th Avenue is divided into two segments - (1) Main
Street to Central Avenue and (2) Central Avenue to Stinson Boulevard. Per agreement, we
alternate segments each year. The agreement period is October 1st to October 1st. For
2018 -2019 Columbia Heights maintains 37th Avenue from Central Avenue to Stinson
Boulevard.
NE Quadrant: This area includes 44th Avenue to 51St Avenue from Central Avenue
to Stinson Boulevard. This quadrant has main arterials to be plowed first which include
44th Avenue, Central Avenue to Reservoir Boulevard; 45th Avenue, Central Avenue to 44th
Avenue; 47th Avenue, Central Avenue to Fillmore; Fillmore, 45th to 49th Avenue; 49th
Avenue, Central Avenue to Fairway Drive; Fairway Drive, West Upland Crest to Stinson
70
Boulevard; Stinson Boulevard, Silver Lake Beach to Argonne Drive; Arthur Street, 44th
Avenue to 45th Avenue; 45th Avenue, Chatham Road to Stinson Boulevard; Chatham Road,
45th Avenue to 49th Avenue; Reservoir Boulevard, 44th Avenue to Fillmore Street. We will
either begin plowing Mathaire Addition or Sheffield Addition, depending on the time of
day and the number of cars that could be in the Sheffield Addition. Whichever way, we
will pick up the Hilltop Addition, Innsbruck Addition and the Heritage Heights Addition.
When the operator has finished plowing their own area, they will combine to finish
whatever area is not completed. Alternate starting points may be used each time.
Thru - Alleys
The alley "V" plow is pushed by a dump truck. This plow usually starts on the west side of
town being California Street to University Avenue, 37th to 45th Avenue and works its way
east. Alternate starting points may be used each time. Equipment problems and weather
conditions may require the use of 4 -wheel drive vehicles to clear alleys.
Dead -end Alleys and Cul -de -Sacs
The 4 -wheel drive vehicle operators each receive a map showing all the cul -de -sacs, dead
end alleys, and hard -to -get at places. When operators have completed their own
designated areas, they will check with the other operators and will help each other finish
plowing where needed.
They may assist the "V" plow operator in finishing his alley routes if assigned by the
Superintendent. When alleys are finished, operators will clean intersections in their
assigned area.
Parking tots
Plow route for #9 front -end loader:
1. Administration Building (59040th Avenue), (559 Mill Street) and (555 Mill Street) lots.
Note: Remove snow from 40th Avenue curb line from alley east to Mill Street.
Note: 555 Mill Street parking lot can be used for temporary snow storage.
Note: Plow Mill Street from 40th Avenue to 5th Street. Remove snow from curb
line in front ofJPM & City Hall.
2. JPM (530 Mill Street) upper and lower lots.
3. Van Buren lot south of 40th Avenue (900 40th Avenue).
Parking Lots
Plow route for #102 — 4 -wheel drive pickup
1. Public Safety Building (825 41St Ave.)
2. Madison Street — 37th Avenue to dead -end
3. SACA (627 38th Avenue)
71
4. Heights Liquor Store - 5225 University Avenue (Liquor Store #3)
5. Liquor Store Top Valu 1- 4950 Central Avenue
6. Liquor Store Top Valu 2 - 2105 37th Avenue
7. Municipal Service center yard (637 38th Avenue) and parking areas.
ICE CONTROL
When there is a potential for or accumulation of snow or ice, it is normally necessary to
perform ice control operations using salt or a salt /sand mixture. This function will proceed
under the discretion of the Public Works supervisor. This function begins with communication
between the Police Department, Public Works personnel, and Anoka County Central Dispatch,
in no special order.
The duty person organizes the ice control operation based on the Superintendent's standing
instructions. Main thoroughfares, emergency routes, controlled intersections, and hills are
given priority. Police reports of slippery conditions are also considered. Application is limited
on low volume streets and cul -de -sacs.
Salt sand will be furnished for residents in the designated area outside the Recycling Center
(3801 Madison Street).
SNOW REMOVAL
Certain actions and areas were designated by the City Council on January 11, 1982, and
amended from time to time, for services. These services are other than normal street plowing
and ice control that the City may perform depending upon the amount of snow accumulation.
When accumulated piles of snow in the business areas, around schools, and public buildings
indicate hazardous conditions, the Street Department begins loading and hauling to storage
areas. Snow is to be hauled for storage to 1) Huset Park East- Quincy Street parking lot (Note:
restricted to daytime use) and 2) Huset Park East —Huset Parkway parking lot.
72
Snow Removal at Library
A. Parking Lot:
The Library parking lot will be cleared in accordance with the priorities established in this
policy. The lot will be cleared in conjunction with the other municipal lots after snow
plowing has been completed on the streets, Police and Fire areas and the pump and lift
station accesses.
B. Sidewalks:
During the work week, two members of the Sewer & Water Department will remove snow
and ice from the sidewalks and entrances to the Library before the Library opens and, if
necessary, in the afternoon. Note that there is a snow melting system for the sidewalk at
both entrances.
The weekend duty person will be responsible for clearing snow and ice from the sidewalks
and entrances before opening of the Library on Saturday mornings (currently 10:00 a.m.).
Library personnel are responsible for snow and ice clearing on Saturdays after opening
and if conditions warrant, may call out the weekend duty person for assistance.
73
PLOWING /ICI; CONTROL INFORMATION
1. 3" ACCUMULATION REQUIRED BEFORE SNOW EMERGENCY FULL CITY PLOWING
• APPLY ICE CONTROL IN CONJUNCTION WITH PLOWING OPERATIONS
2. SNOW DEPTH 1" TO 3" -PLOW DRIVING LANES AND APPLY ICE CONTROL
3. FIRST PRIORITY - ARTERIALS AND RESIDENTIAL AREAS
4. ALLEY PLOWING:
• THRU- ALLEYS PLOWED WITH "V" PLOW
• DEAD END ALLEYS PLOWED WITH PICK -UPS
5. POLICE REQUEST FOR ICE CONTROL /SPECIFIC AREAS AND ARTERIALS
• 1 OR 2 ICE CONTROL TRUCKS DEPENDING UPON EXISTING CONDITIONS
6. POLICE REQUEST FOR ICE CONTROL /CITY WIDE
• 4 ICE CONTROL TRUCKS - STREETS ONLY (ARTERIALS FIRST FOLLOWED BY
RESIDENTIAL)
• ICE CONTROL OPERATIONS IN ALLEYS WILL BE CONDUCTED DURING NORMAL
WORK HOURS
7. 53RD AVENUE FROM UNIVERSITY TO CENTRAL: FRIDLEY PLOWS - COLUMBIA HEIGHTS -
ICE CONTROL
8. STINSON BOULEVARD FROM 37TH TO 40TH: ST ANTHONY PLOWS - COLUMBIA HEIGHTS ICE
CONTROL
9. 37TH AVENUE MAINTENANCE:
• MAIN STREET TO CENTRAL AVENUE
• CENTRAL AVENUE TO STINSON BOULEVARD
SEGMENTS ALTERNATE EACH YEAR ON OCTOBER 1ST;
2018 -2019 MINNEAPOLIS PLOW /SALT MAIN STREET TO CENTRAL AVENUE
2018 -2019 COLUMBIA HEIGHTS PLOW /SALT CENTRAL AVENUE TO STINSON BOULEVARD
74
SAND BARRELS
WEST SIDE:
• Qty. 3 63738 th Avenue - outside of fence for Recycling Center.
• Qty. 1 Behind 4059 Monroe Street at NW corner of alley and 41St Avenue - next
to utility pole.
• Qty. 1 4707 Jefferson Street - driveway north side - next to utility pole.
• Qty. 1 46 -1/2 Avenue east of Jefferson - next to utility pole.
EAST SIDE:
• Qty. 1 Alley behind 3813 -15 Pierce Street - next to hydrant.
• Qty. 1 4464 Stinson Boulevard — secured to pole.
Y qty. 1 41St Avenue and Stinson Boulevard on SW corner.
75
0 CH COLUMBIA
HEIGHTS
AGENDA SECTION
CONSENT
ITEM NO.
71
MEETING DATE
NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
APPROVE FINAL PAYMENT FOR HSIP CENTRAL LIGHTING — MNDOT PROJECT NO. STP 0215(122), CITY
PROJECT NO. 1608
DEPARTMENT: Public Works
CITY MANAGER'S A, PROVAL: ,
BY /DATE: Kevin Hansen / November 19, 2018
BY /DATE: �, •
BACKGROUND: The contractor has completed the HSIP Central Avenue Lighting on Central Avenue from 47th
to 51St Avenues. The City of Columbia Heights received funding for Central Avenue Safety Improvements from
MnDOT providing Federal funds (90 %) and local State Aid funds (10 %). The source of the funds is MnDOT's
Highway Safety Improvement Program or HSIP. The proposed improvements will include pedestrian and
vehicle lighting, new sidewalks, boulevard restoration and signage focusing on pedestrian safety in the
corridor.
STAFF RECOMMENDATION: The work is complete and punch list items have been addressed by the
Contractor. Staff recommends acceptance of the work and approval of final payment to Thomas & Son, Inc.
The Engineer's Report of Final Acceptance is attached.
RECOMMENDED MOTION(S): Move to accept the work for HSIP Central Lighting, MnDOT Project No. STP
0215(122), City Project No. 1608, and authorize final payment of $45,050.28 to Thomas & Son, Inc. of Rogers,
Minnesota.
ATTACHMENTS: Engineer's Report of Final Acceptance
76
CITY OF COLUMBIA HEIGHTS
ANOKA COUNTY, MINNESOTA
ENGINEER'S REPORT OF FINAL ACCEPTANCE
2017 MSAS CONSTRUCTION
2017 CENTRAL AVENUE SAFETY IMPROVEMENTS
CITY PROJECT NUMBER 1608
November 21, 2018
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 Thomas and Sons, Inc. for the Central
Avenue Highway Safety Improvement Project (HSIP) Construction project. The work consisted new pedestrian
and vehicle lighting, new sidewalks, boulevard restoration and signage focusing on pedestrian safety in the
corridor.
The contractor has 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 $ 946,246.62
CHANGE ORDERS $ 0.00
FINAL CONTRACT AMOUNT $ 946,246.62
FINAL WORK APPROVED $ 900,883.04
ALL PRIOR PAYMENTS ($ 855,832.76)
BALANCE DUE $ 45,050.28
Sincerely,
CITY OF COLUMBIA HEIGHTS
Kevin R. Hansen
City Engineer
77
0 COLUMBIA
HEIGHTS
AGENDA SECTION
CONSENT
ITEM NO.
7.1
MEETING DATE
NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
FINAL COMPENSATING CHANGE ORDER AND FINAL PAYMENT FOR 2017 STATE AID STREET
REHABILITATION AND SIDEWALK IMPROVEMENTS (39T" AVENUE) AND 2017 STATE AID STORM
SEWER AND STREET IMPROVEMENTS (40T" AVENUE), PROJECT NOS. 1705, 1706, AND 1712
DEPARTMENT: Public Works
CITY MANAGER'S APPROVAL: ,
BY /DATE: Kevin Hansen / November 14, 2018
BY /DATE:
f
BACKGROUND:
The contractor has completed the projects on 39th Avenue from Huset Parkway to Central Avenue and on 40th
Avenue from Central Avenue to Reservoir Boulevard. Also included were reconstruction of 46th Avenue by
Keyes Park and upper parking lot for Murzyn Hall. On 39th Avenue the work consisted of narrowing the street
6' by constructing new curb and gutter along the south side of the street with new sidewalk adjacent to the
curb and gutter. Spot replacement of curb and gutter was done on the north side. The existing street surface
was reclaimed and graded for base material and new pavement was constructed. On 40th Avenue the work
consisted of new storm sewer on the north and south sides and full street reconstruction including sidewalks
from Central Avenue to LaBelle Pond and mill and overlay with spot curb and gutter and sidewalk replacement
from LaBelle Pond to Reservoir Boulevard. 46th Avenue repair involved full reconstruction of approximately
200' of street west of Parkview Lane. Rehabilitation of the JPM upper parking lot included spot replacement
of curb and gutter, full depth reclamation of existing surface and new pavement.
STAFF RECOMMENDATION:
The change order represents additional work required to complete the project. Many of the items were
unanticipated conditions, such as buried curb and gutter and correction of soft soils. The project and change
order items are listed below. Further explanations are included with the attached change order.
Project 1705: 39th Avenue, Jefferson Street / Huset Parkway to Central Avenue
• Remove buried curb and gutter
• Bury aerated soil (contaminated) on site
• Remove wet soils /reclaimed material and backfill to provide stable base prior to paving
• Excavate area of rock interfering with utility construction
Proiect 1706: 40th Avenue, Central Avenue to Reservoir Boulevard
• Construct concrete walk to match Central Avenue
• Patch deteriorated bituminous pavement along the curb and gutter in the mill and overlay area
• Lower sanitary sewer services to accommodate storm sewer on the south side of 40th Avenue
• Install directional Entrance signs for shopping mall at the owner's request
• Provide for pavement density incentive as required by MnDOT Specifications
• Replace hot water tubes under the concrete in Parkview Villa driveway
• Provide for extra time to work around utility conflicts (not on plan)
• Remove pavement in water main break area and prepare for paving
78
City of Columbia Heights - Council Letter Page 2
Project 1712: 46th Avenue, 150' West to 50' East of Parkview Lane
• Remove and construct and additional 10' of bituminous pavement in poor condition
Project 1712: Murzyn Hall Mill Street Parking Lot
• Remove soft soils and backfill to provide stable base prior to paving
STAFF RECOMMENDATION:
Staff recommends approval of the final compensating change order and final payment to Forest Lake
Contracting, Inc. and acceptance of the work. A copy of the change order and the Engineer's Report of Final
Acceptance is attached.
RECOMMENDED MOTION(S):
Move to approve the final compensating change order in the amount of $77,264.10, accept the work for 2017
State Aid Street Rehabilitation and Sidewalk Improvements (39th Avenue) and 2017 State Aid Storm Sewer and
Street Improvements (40th Avenue), City Project Numbers 1705, 1706, and 1712, and authorize final payment
of $78,006.13 to Forest Lake Contracting, Inc. of Forest Lake, Minnesota.
ATTACHMENT(S): Change Order
Engineer's Report of Final Acceptance
79
FINAL COMPENSATING CHANGE ORDER
Project: 2017 State Aid Street Improvements City Projects: 1705, 1706, and 1712
Owner: City of Columbia Heights
Date of Issuance: November 8, 2018
637 - 38th Avenue NE
Columbia Heights, MN 55421
Contractor: Forest Lake Contracting, Inc.
Engineer: City Engineer
14777 Lake Drive
Forest Lake, MN 55025
You are directed to make the following changes in the Contract Documents.
Description: Change in original contract price to compensate for additional work added
to the contract by the City.
Purpose of Change Order: The contract has been modified to include the following:
CHANGE IN CONTRACT PRICE
CHANGE IN CONTRACT TIME
Original Contract Price:
Original Contract Time:
$1,698,085.52
Addition to the contract approved by Council:
Net Change from Previous Change Order:
$66;581.81
Contract Price Prior to this Change Order:
Contract Time Prior to this Change Order:
$1,764,667.33
Net increase of this Change Order:
Net Increase (Decrease) of Change Order:
$77,264.10
Contract Price with all Approved Change Orders:
Contract Time with Approved Change Orders:
$1,841,93 .43
Approved r
Approved
11X14
By: _ 1 . --
By: .
Contractor
City.,: ginee
City Manager Walt Fehst Mayor Donna Schmitt Date of Council Action
80
Attachment to Final Compensating Change Order - Page 1
City Project No. 1705, 1706, and 1712
Owner: City of Columbia Heights
Contractor: Forest Lake Contracting
Project: 2017 State Aid Street Rehabilitation and Sidewalk Improvements
2017 CSAH 2 State Aid Storm Sewer and Street Improvements
Description of Changes:
The following work for additions, changes, or modifications to the contract documents was requested:
Project 1705: 39th Avenue, Jefferson Street /Huset Parkway to Central Avenue
• Item 1: Remove curb and gutter
Removal of buried curb and gutter exposed during common excavation work on the south side
of 39th Avenue.
• Items 2 and 3: Burying aerated soil on site
Common excavation on 39th Avenue and burial of aerated contaminated soil.
• Item 4: Subgrade and base excavation and backfill
Wet subgrade and base material was removed and replaced to provide a stable base prior to
paving.
• Item 5: Rock excavation
Removal of rock encountered during installation of hydrant and storm sewer construction. Rock
removal required extra time and special equipment. Granular backfill material was imported.
No.
Item Description
Unit
Unit Price
Quantity
Total
1
Remove curb and gutter
L. F.
$5.00
668
$3,340.00
2
Subgrade excavation, CV
C.Y.
$16.00
27
$432.00
3
Borrow - contaminated soil
Ton
$16.00
49
$784.00
4
Subgrade and base excavation and backfill
L.S.
$1,594.941
1
$1,594.94
5
Rock excavation and borrow for backfill
I L.S.
$6,618.691
1
$6,618.69
Change Order Project 1705
1 $12,769.63
Fund: State Aid $6,150.94
Water / Storm Sewer $6,618.69
Project 1706: 40th Avenue, Central Avenue to Reservoir Blvd
• Items 1, 2, and 3: Concrete Walk Special
Excavation and base material was required for additional flatwork by the parking ramp and
decorative sidewalk removed and replaced at Central.
81
Attachment to Final Compensating Change Order - Page 2
City Project No. 1705, 1706, and 1712
• Item 4: Patch bituminous pavement
In mill and overlay section, patch bituminous pavement in poor condition along the curb and
gutter.
• Items 5 6 and 7: Lower sanitary, sewer services
Removed sanitary sewer service pipe in conflict with storm sewer along the south side of 40th
Avenue. Installed and reconnected sanitary sewer service pipe below storm sewer.
• Item 8: Entrance signs for shopping mall
At the request of the owner, large construction signs were placed on Central Avenue directing
traffic to shopping center entrance on 40th Avenue.
• Item 9: Pavement density incentive
In accordance with MnDOT Specifications an incentive is provided when higher than average
density is achieved with bituminous paving.
• Item 10: Parkview Villa driveway_
Water tubes and insulation used to heat the driveway were replaced during driveway
construction.
• Item 11: Utility conflicts
Extra time needed to work around existing utilities not located prior to construction.
• Items 12 and 13: Watermain break - Pavement removal and preparation for paving
Pavement and aggregate base was removed and replaced on section of 40th Avenue due to
water main break after completion of the project.
No.
Item Description
Unit
Unit Price
Quantity
Total
1
Common excavation, CV
C.Y.
$16.00
65
$1,040.00
2
Aggregate base class 5, CV
Ton
$16.00
118
$1,888.00
3
Concrete walk - Special
S. F.
$30.00
217
$6,510.00
4
Bituminous patch special, 4" depth
S.Y.
$70.00
204
$14,280.00
5
Remove sewer pipe
L. F.
$16.00
48
$768.00
6
Reconnect Sanitary sewer service
Ea.
$500.00
3
$1,500.00
7
6" PVC pipe sewer, Schedule 40
L. F.
$110.00
48
$5,280.00
8
41St Ave entrance signs for shopping mall
S. F.
$38.59
64
$2,469.76
9
Pavement density incentive
L.S.
$3,165.95
1
$3,165.95
10
Parkview Villa - tubes for heated driveway
L.S.
$1,768.17
1
$1,768.17
11
Utility conflicts
L.S.
$2,600.00
1
$2,600.00
12
Water main break repair preparation
L.S.
$1,541.59
1
$1,541.59
13
Bituminous patch special, 4" depth
S.Y.
$70.001
89
$6,230.00
Change Order Project 1706 - 40th Avenue
$49,041.47
Fund: State Aid
$17,858.91
Anoka County
$15,862.98
Water Fund
$7,771.59
Sanitary Sewer
$7,548.00
82
Attachment to Final Compensating Change Order - Page 3
City Project No. 1705, 1706, and 1712
Project 1712: 46th Avenue, 150' West to 50' East of Parkview Lane
• Item 1: Remove bituminous-pavement
Remove additional 10 L.F. of street surface
• Items 2 and 3: Common excavation and Select granular borrow
Remove additional municipal solid waste below planned excavation and replacement with
granular fill.
• Item 4 5 and 6: Construct bituminous pavement
Construct additional bituminous street.
No.
Item Description
Unit
Unit Price
Quantity
Total
1
Remove bituminous pavement, 9" depth
S.Y.
$8.00
45
$360.00
2
Common excavation, CV
C.Y.
$16.00
370
$5,920.00
3
Select granular borrow, CV
C.Y.
$17.00
279
$4,743.00
4
Aggregate base class 5, CV
C.Y.
$33.00
15
$495.00
5
Type SP 9.5 wearing course mixture (2,13)
Ton
$82.00
5
$410.00
6
Type SP 12.5 non - wearing course mixture (2,13)
Ton
$75.00
15
$1,125.00
Change Order Project 1712: 46th Avenue
$13,053.00
Fund: State Aid
Project 1712: Murzyn Hall Mill Street Parking Lot
$13,053.00
• item 1: Common excavation
Removal of soft soil and replacement with reclaimed base.
No.
Item Description
Unit
Unit Price Quantity
Total
1
Common excavation, CV
C.Y.
$40.00 60
$2,400.00
Change Order Project 1712: Parking Lot
1 $2,400.00'
Fund: Murzyn Hall
SUMMARY OF FUNDING SOURCES:
$2,400.00
State Aid
$37,062.85
Anoka County
$15,862.98
Water Fund
$10,600.93
Sanitary Sewer
$7,548.00
Storm Sewer
$3,789.35
Murzyn Hall
$2,400.00
TOTAL CHANGE ORDER
$77,264.10
83
CITY OF COLUMBIA HEIGHTS
ANOKA COUNTY, MINNESOTA
ENGINEER'S REPORT OF FINAL ACCEPTANCE
2017 STATE AID STREET REHABILITATION AND SIDEWALK IMPROVEMENTS
2017 STATE AID STORM SEWER AND STREET IMPROVEMENTS
CITY PROJECT NUMBERS 1705, 1706, AND 1712
November 14, 2018
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 Forest Lake Contracting, Inc. for 2017 State Aid Street
Rehabilitation and Sidewalk Improvements (39th Avenue) and 2017 State Aid Storm Sewer and Street Improvements (40th Avenue).
Also included were reconstruction of 46th Avenue by Keyes Park and upper parking lot for JP Murzyn Hall.
The work consisted of the following:
• Project 1705: 39th Avenue from Central Avenue to Huset Parkway
Construction consisted of full depth reclamation of existing surface, new bituminous pavement, new curb and gutter and
sidewalk on the south side, and spot replacement of curb and gutter and sidewalk on the north side, and turf restoration.
• Project 1706: 40th Avenue from Central Avenue to Reservoir Boulevard
From Central Avenue to LaBelle Pond construction consisted of new storm sewer on the north and south sides and full
street reconstruction, including sidewalk and turf restoration. From LaBelle Pond to Reservoir Boulevard construction was
a mill and overlay with spot curb and gutter and sidewalk replacement, and turf restoration.
• Addendum (Project 1712): 46th Avenue and Rehabilitation of JP Murzyn upper parking lot
46th Avenue repair involved full reconstruction of approximately 200' of street west of Parkview Lane. Rehabilitation of the
JPM upper parking lot included spot replacement of curb and gutter, full depth reclamation of existing surface and new
pavement.
The contractor has 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 $1,698,085.52
CHANGE ORDERS $ 143,845.91
FINAL CONTRACT AMOUNT $1,841,931.43
FINAL WORK APPROVED $1,841,879.29
ALL PRIOR PAYMENTS [$1,763,873.16
BALANCE DUE $ 78,006.13
Sincerely,
CITY OF COLUMBIA HEIGHTS
Kevin R. Hansen
City Engineer
84
CH COLUMBIA
HEIGHTS
AGENDA SECTION CONSENT
ITEM NO. 7K
MEETING DATE NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
FINAL PAYMENT FOR SANITARY SEWER LINING, PROJECT 1704 19 04 oe
DEPARTMENT: PUBLIC WORKS
CITY MANAGER'S APPROVAL:
BY /DATE: KEVIN HANSEN /November 14, 2018
BY /DATE: k--, i ZI
CITY STRATEGY: #7: Strong Infastructure /Public Services
Additional Strategy? Choose an item.
SHORT TERM GOAL (IF APPLICABLE): Choose an item.
Additional Goal? Choose an item.
BACKGROUND:
On September 26, 2.016 the City Council awarded the annual sanitary sewer lining program to Hydro - Klean.
This annual program rehabilitates sections of sanitary sewer pipe that have cracked or broken joints or
sections, contain root intrusion or have infiltration present. This project consisted of lining the following
segments:
1.
8.5" VCP on 46th Avenue from 6th Street to Washington Street
334 L.F.
2.
8"
VCP on Washington Street from 45th Avenue to 46th Avenue
600 L.F.
3.
8"
VCP on Tyler Street from 49th Avenue to 50th Avenue
600 L.F.
4.
8"
VCP on Tyler Street from 47th Avenue to 1st MH south of 47th Avenue
109 L.F.
5.
8"
VCP on Taylor Street from 45th Avenue to 1st MH north of 45th Avenue
331 L.F.
6.
8"
VCP on Royce Street from 44th Avenue to McLeod Street
908 L.F.
7.
8"
VCP on Easement - west of Reservoir Boulevard, McLeod Street to 42nd Avenue
367 L.F.
8.
8"
VCP on Leander Lane from McLeod Street to 1st MH north of McLeod Street
159 L.F.
9.
8"
VCP on Arthur Street from 40th Avenue to 1st MH south of 40th Avenue
219 L.F.
10. 8"
VCP on Arthur Street from 1st MH north to 2nd MH north of 40th Avenue
238 L.F.
11. 8"
VCP on Arthur Street from 41st Avenue to 1st MH north of 40th Avenue
326 L.F.
The City Council approved the following additional lining by change order:
1. 8" VCP on Main Street from 37th Avenue to 40th Avenue 1,926 L.F.
STAFF RECOMMENDATION:
The lining is complete and final reports and televising has been provided to the City. A copy of the Engineer's
Report of Final Acceptance is attached. Staff is recommending final acceptance of the work and final payment
to Hydro - Klean.
RECOMMENDED MOTION(S):
Move to accept the work for Sanitary Sewer Lining, City Project No. 1704, and to authorize final payment of
$6,643.02 to Hydro - Klean of Des Moines, Iowa.
ATTACHMENT(S): Engineer's Report of Final Acceptance
85
CITY OF COLUMBIA HEIGHTS
ANOKA COUNTY, MINNESOTA
ENGINEER'S REPORT OF FINAL ACCEPTANCE
2017 SANITARY SEWER LINING PROGRAM
CITY PROJECT NUMBER 1704
November 14, 2018
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 Hydro - Klean.
The sanitary sewer work consisted of lining the following mains:
1.
8.5" VCP on 46th Avenue from 6th Street to Washington Street
334 L.F.
2.
8" VCP on Washington Street from 45th Avenue to 46th Avenue
600 L.F.
3.
8" VCP on Tyler Street from 49th Avenue to 50th Avenue
600 L.F.
4.
8" VCP on Tyler Street from 47th Avenue to 1st MH south of 47th Avenue
109 L.F.
5.
8" VCP on Taylor Street from 45th Avenue to 1st MH north of 45th Avenue
331 L.F.
6.
8" VCP on Royce Street from 44th Avenue to McLeod Street
908 L.F.
7.
8" VCP on Easement - west of Reservoir Boulevard, McLeod Street to 42nd Avenue
367 L.F.
8.
8" VCP on Leander Lane from McLeod Street to 1st MH north of McLeod Street
159 L.F.
9.
8" VCP on Arthur Street from 40th Avenue to 1st MH south of 40th Avenue
219 L.F.
10.
8" VCP on Arthur Street from 1st MH north to 2nd MH north of 40th Avenue
238 L.F.
11.
8" VCP on Arthur Street from 41st Avenue to 1st MH north of 40th Avenue
326 L.F.
The City Council approved the following additional lining by change order:
1. 8" VCP on Main Street from 37th Avenue to 40th Avenue 1,926 L.F.
The contractor has 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 $ 86,169.80
CHANGE ORDER $ 53,550.40
FINAL CONTRACT AMOUNT $139,720.20
FINAL WORK APPROVED $139,720.20
ALL PRIOR PAYMENTS ($133,077.18)
BALANCE DUE $ 6,643.02
Sincerely,
CITY OF COLUMBIA HEIGHTS
Kevin R. Hansen
City Engineer
86
CH COLUMBIA
HEIGHTS
AGENDA SECTION CONSENT
ITEM NO. 7L
MEETING DATE NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
EXTENSION OF GIS RANGE RIDER CONTRACT
DEPARTMENT: Public Works
CITY MANAGER'S APPROVAL:
BY /DATE: Kevin Hansen / November 14, 2018
i
BY /DATE:
CITY STRATEGY: #7: Strong Infastructure /Public Services
Additional Strategy? #3: Affordability
SHORT TERM GOAL (IF APPLICABLE): #6 Build On and Expand Collaboration with the School District and Other
Public Entities
Additional Goal? choose an item.
BACKGROUND: In 1996 the City Council approved a Joint Powers Agreement (Tri -City Agreement) with the
cities of Andover and Fridley to hire an outside consultant to provide GIS technical assistance. The consulting
firm of Plan Sight was hired and performed work under the Tri- Cities Agreement beginning in 1997, reviewable
annually. The firm has evolved over the years and is now RE /SPEC, Inc. The agreement remains essentially the
same. The Consulting Services Agreement terminates annually on December 31 unless extended by further
agreement of the parties.
STAFF RECOMMENDATION: The cities of Andover, Fridley and Columbia Heights staff are interested in
continuing the contract for 2019. Continuing with RESPEC provides the continuity we need to keep the
program moving forward. The City benefits from work done under this contract as well as from the other
cities.
The 2019 goals for the City of Columbia Heights are as follows:
• Import sanitary sewer televising records (video and logs)
• Add interactive interfaces on web -site for refuse and parks
• Conversion to mobile applications
• Update Sign Management and Tree Manager (EAB) programs
• Update Anoka County pictometry features (Aerials)
• Incorporate Anoka County property data and GIS into Special Assessment program
• Provide assistance to Community Development Department
• Additional tasks as identified
Columbia Heights has reduced the number of consultant hours from 700 hours per year to 400 hours per year
(one day per week). City staff is able to prepare some of the routine maps, but still relies on RE /SPEC for
technical aspects of the program, including software maintenance and program updates. The software
includes ArcMap, Granite XP /Cues, Cityworks, Cartegraph, and Tree Manager. Columbia Heights' share for the
2019 Tri -City GIS Range Rider is $23,700. RE /SPEC remains less expensive than other comparable consultants.
In addition, hourly rates are discounted for the Tri -City group. This amount is budgeted in various
departments of the 2019 Public Works budget.
RECOMMENDED MOTION(S): 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.
ATTACHMENT(S): Consulting Services Agreement for 2019 GIS Contract 87
CONSULTING SERVICES AGREEMENT
This Agreement is made as of , 201_ (the "Effective Date "), by and
between RE /SPEC INC. ("Contractor") and the Tri -City GIS Joint Powers Organization,
consisting of the Cities of Fridley, Columbia Heights and Andover, hereinafter
"Tri- City." CONTRACTOR and Tri -City are collectively referred to as "Parties" and
individually as a "Party."
WHEREAS, Tri -City requires services to provide GIS technical assistance to the Cities
of Andover, Columbia Heights and Fridley;
WHEREAS, Contractor desires to and is capable of providing the necessary services
according to the terms and conditions stated herein;
NOW, THEREFORE, in consideration of the mutual promises and agreements contained
herein the parties agree as follows:
1. TERM
1.1 Term.
The term of this Contract shall be from January 1, 2019, through
December 31, 2019, unless earlier terminated by law or according to the
provisions of this Contract.
2. CONTRACTOR'S OBLIGATIONS
2.1 General Description.
Contractor will provide GIS technical assistance to Tri -City which
includes the cities of Andover, Columbia Heights and Fridley. Additional
work may be contracted as provided in Section 3.4.
2.2 Conformance to Specification.
The Contractor will provide the Services as set forth in Exhibit A.
2.3 Limited Warrantv
Contractor warrants that the Services will be performed in a safe,
professional and workmanlike manner consistent with the applicable
industry standards and this Agreement.
CONTRACTOR MAKES NO OTHER WARRANTIES, EXPRESS OR
IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED
WARRANTY OF MERCHANTABILITY, THE IMPLIED WARRANTY
OF FITNESS FOR A PARTICULAR PURPOSE AND ANY IMPLIED
WARRANTY ARISING OUT OF A COURSE OF DEALING, A
CUSTOM OR USAGE OF TRADE.
7268579v1
88
3. PAYMENT
3.1 Service Fees
The Contractor's fees for Services are set forth below (Service Fees "). Service
Fees do not include any taxes that may be due based on the Service Fees, or for
reimbursable expenses, for which Tri -City agrees to pay directly or reimburse
Contractor.
Total Service Fees: $131,220 to be allocated as follows:
Andover - $57,600.00
Fridley - $49,920.00
Columbia Heights - $23,700.00
3.2 Invoices.
Contractor shall, within fifteen (15) working days following the last day of
each calendar month in which services were provided, submit an invoice
on an invoice form acceptable to Tri -City. This invoice shall itemize 1) the
hours of services rendered listed by classification, 2) the date such services
were provided, 3) a general description of the services provided, 4) the
name of client receiving services, 5) the amount and type of all
reimbursable expenses being charged to the Contract, 6) the dates of the
performance period covered by the invoice.
3.3 `rime of Payment.
All invoices are due within thirty days from the invoice date. If Tri -City
disputes any portion of Contractor's invoice, then Tri -City will: (a) pay
any amount not in dispute by the due date; and (b) within five business
days after receipt of that invoice, inform Contractor in writing of the
disputed amount and the specific reason(s) for withholding payment. On
Contractor's receipt of this, the Parties will work together in good faith to
resolve such disputes in a prompt and mutually acceptable manner.
Tri -City agrees to pay any disputed amounts within five days after the
issues have been resolved.
3.4 Changes to Sco e
Tri -City shall have the right to request changes to the scope of the
Services; however, all such changes are subject to acceptance by
Contractor. If any change to the scope of the Services will cause an
increase or decrease in the Service Fees, or in the time required for
performance, prior to commencing the services required by the requested
change, Contractor shall notify Tri -City of such increase or decrease by
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89
e -mail. Contractor shall not proceed with performance and shall have no
obligation to proceed with performance pursuant to any requested change
to the scope of the Services by Tri -City unless and until Contractor has
received Tri - City's agreement to such increased or decreased Service Fees
or time for performance via e-mail.
4. COMPLIANCE WITH LAWS/STANDARDS
4.1 General.
Contractor shall abide by all Federal, State or local laws, statutes,
ordinances, rules and regulations now in effect or hereinafter pertaining to
this Contract or to the facilities, programs and staff for which Contractor is
responsible.
5. INDEPENDENT CONTRACTOR STATUS
Contractor is an independent contractor and nothing herein contained shall be
construed to create the relationship of employer and employee between Tri -City
and Contractor. Contractor shall at all times be free to exercise initiative,
judgment and discretion as to how to best perform or provide services.
6. INDEMNIFICATION
Contractor shall indemnify, hold harmless and defend Tri -City, its members,
officers and employees against any and all liability, loss, costs, damages,
expenses, claims or actions, including attorneys' fees which Tri -City, its officers
or employees may hereafter sustain, incur or be required to pay, arising out of or
by reason of any negligent or willful act, or negligent or willful omission of
Contractor, its agents, servants or employees, in the execution, performance, or
failure to adequately perform Contractor's obligations pursuant to this Contract.
7. INSURANCE
7.1 General Terms.
In order to protect itself and to protect Tri -City under the indemnity
provisions set forth above Contractor shall, at Contractor's expense,
procure and maintain policies of insurance covering the term of this
Contract, as set forth below. Such policies of insurance shall apply to the
extent of, but not as a limitation upon or in satisfaction of, the indemnity
provisions herein. All retentions and deductibles under such policies of
insurance shall be paid by Contractor. Each such policy shall not be
canceled by the issuing insurance company without at least thirty (30)
days written notice to Tri -City of intent to cancel.
7.2 Coverage.
The policies of insurance to be obtained by Contractor pursuant to this
section shall be purchased from a licensed carrier and shall include the
following:
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A) Professional Liability
(1) A professional liability insurance policy covering personnel
of Contractor, if any, who provide professional services
under this Contract, which shall include the following
coverages at a minimum:
Personal Injury/Damage: $200,000 per person
$600,000 per occurrence
B) Workers' Compensation
If applicable, Contractor shall procure and maintain a policy that at least
meets the statutory minimum.
7.3 Certificates.
Prior to or concurrent with execution of this Contract, Contractor shall file
certificates or certified copies of such policies of insurance with Tri -City.
7.4 Failure to Provide_Prgof of Insurance.
Tri -City may withhold payments for failure of Contractor to furnish proof
of insurance coverage or to comply with the insurance requirements as
stated above until such time the Contractor complies with the requirements
of this Section.
8. SUBCONTRACTING
Contractor shall not enter into any subcontract for the performance of the services
contemplated under this Contract nor assign any interest in the Contract without
prior written consent of Tri -City.
9. DEFAULT
9.1 lnability to perfon11.
Contractor shall make every reasonable effort to maintain staff, facilities,
and equipment to deliver the services to be purchased by Tri -City.
Contractor shall immediately notify Tri -City in writing whenever it is
unable to or reasonably believes it is going to be unable to provide the
agreed upon quality of services. Upon such notification, Tri -City shall
determine whether such inability requires a modification or cancellation of
this Contract.
9.2 Duty to Mitigate.
Both parties shall use their best efforts to mitigate any damages which
might be suffered by reason of any event giving rise to a remedy
hereunder.
10. TERMINATION
10.1 With or Without Cause.
Notwithstanding any other provision of this Contract, either Party may
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terminate this Contract at any time for any reason by giving thirty (30)
days written notice to the other. Tri -City shall pay to Contractor the
reasonable value of services received from Contractor as of the
termination date.
10.2 Notice of Default.
Either Party may terminate this Contract for cause by giving ten (10) days
written notice of its intent. Said notice shall specify the circumstances
warranting termination of this Contract.
10.3 Failure to Cure.
If the Party in default fails to cure the specified circumstances as described
by the notice given under the above paragraph within the ten (10) days, or
such additional time as may be mutually agreed upon, then the whole or
any part of this Contract may be terminated by written notice.
10.4 Notice of Terminations.
Notice of Termination shall be made by certified mail or personal delivery
to the other Party's Authorized Representative. Notice of Termination is
deemed effective upon delivery to the address of the Party as stated in
paragraph 12.
10.5 Effect of Termination.
Termination of this Contract shall not discharge any liability,
responsibility or right of any Party which arises from the performance of
or failure to adequately perform the terms of this Contract prior to the
effective date of termination, in accordance with the laws of the State of
Minnesota.
11. CONTRACT RIGHTSIREMEDIES
11.1 Rights Cumulative.
All remedies available to either Party under the terms of this Contract or
by law are cumulative and may be exercised concurrently or separately,
and the exercise of any one remedy shall not be deemed an election of
such remedy to the exclusion of other remedies.
11.2 Waiver.
Waiver for any default shall not be deemed to be a waiver of any
subsequent default. Waiver or breach of any provision of this Contract
shall not be construed to be modification for the terms of this Contract
unless stated to be such in writing and signed by authorized
representatives of Tri -city and Contractor.
11.3 Force Mat ure
Contractor will not be responsible for the delay in its performance of any
Wi
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obligation under this Agreement caused by acts of God, legal restrictions,
or any other similar conditions beyond the control of Contractor.
12. AUTHORISED REPRESENTATIVE
Notification required to be provided pursuant to this Contract shall be provided to
the following named persons and addresses unless otherwise stated in this
Contract, or in a modification of this Contract.
To Contractor:
President
RE /SPEC INC.
3824 Jet Drive
Rapid City, SD 57703 -4757
Fndlev:
Director of Public Works
City of Fridley
6431 University Avenue NE
Fridley, MN 55432
13. MODIFICATIONS
Andover:
Director of Public Works /City Engineer
City of Andover
1685 Crosstown Boulevard NW
Andover, MN 55304
C 011 -Imbia Heights:
Public Works Director
City of Columbia Heights
637 - 38`h Avenue NE
Columbia Heights, MN 55421
Except as otherwise provided in Section 3.4 hereof, any alterations, variations,
modifications, or waivers of the provisions of this Contract shall only be valid
when they have been reduced to writing, and signed by authorized representatives
of Tri -City and Contractor.
14. LIMITATION OF LIABILLT-Y.
NEITHER PARTY WILL, UNDER ANY CIRCUMSTANCES, BE LIABLE TO
THE OTHER PARTY FOR SPECIAL, INDIRECT OR CONSEQUENTIAL
DAMAGES IN ANY WAY RELATED TO THE SERVICES, THIS
AGREEMENT OR THE TERMINATION OF THIS AGREEMENT. THIS
LIMITATION OF LIABILITY APPLIES REGARDLESS OF THE LEGAL
THEORY UNDER WHICH SUCH DAMAGES ARE SOUGHT.
15. SEVERABILITY
The provisions of this Contract shall be deemed severable. If any part of this
Contract is rendered void, invalid, or unenforceable, such rendering shall not
affect the validity and enforceability of the remainder of this Contract unless the
part or parts which are void, invalid or otherwise unenforceable shall substantially
impair the value of the entire Contract with respect to either Party.
16. MERGER AND FINAL AGREEMENT
16.1 This Contract is the final statement of the agreement of the Parties and the
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complete and exclusive statement of the terms agreed upon, and shall
supersede all prior negotiations, understandings or agreements. There are no
representations, warranties, or stipulations, either oral or written, not herein
contained.
17. DISPUTE RESOLUTION
17.1 This Agreement will be construed and enforced according to the laws of the
State of Minnesota, without regarding to its conflicts of law rules. Any
litigation regarding this Agreement must be filed and maintained in the state
or federal courts of the State of Minnesota and the Parties consent to the
personal jurisdiction of such courts. No provision of this Section 17 will
preclude either Party seeking injunctive relief to prevent immediate or
irreparable harm to it, but the mediation stated in Section 17.3 will
otherwise be fully exhausted before the commencement of any litigation.
17.2 EACH PARTY IRREVOCABLY WAIVES ANY RIGHT TO A JURY
TRIAL WITH RESPECT TO ANY CLAIMS OR DISPUTES ARISING
OUT OF OR RELATED TO THIS AGREEMENT. Any lawsuit or other
action, regardless of form, relating to this Agreement, including, without
limitation, an action for breach of warranty, must be commenced within one
year after the later of. (a) date on which the breach of warranty or other
cause of action occurred; or (b) date on which that Party knew or should
have known of that breach of warranty or other cause of action.
17.3 Prior to commencement of any litigation regarding this Agreement, the
Parties agree to voluntary, non - binding mediation to resolve any dispute
they may have. The mediation will be conduct by a mutually selected
mediator (or if the Parties cannot agree, by a mediator selected by the CPR
Institute for Dispute Resolution), in accordance with the CPR Institute's
Model Procedure for Mediation of Business Disputes. The Parties will each
pay its own attorneys' fees and will share equally the other mediation costs.
While this mediation will be non - binding in all respects (except agreements
in settlement of the dispute negotiated by the Parties), each Party will appear
when directed by the mediator, be fully prepared to work toward the
dispute's resolution, and participate in good faith. If the mediation does not
result in a mutually satisfactory resolution of the dispute within ninety days
after it is begun, either Party may commence an action as permitted under
Sections 17.1 and 17.2. All negotiations between the Parties pursuant to this
Section 17 will be treated as compromise and settlement negotiations for
purposes of the applicable rules of evidence.
18_ NON - DTSCLOSURE OF NON- PUBLIC, PRIVATE OR CONFIDENTIAL
INFORMATION
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The parties agree that in order to perform its duties under the terms of this
Agreement, Contractor will have access to and may use certain information in the
custody of the City that would be categorized as private or non - public data within
the meaning of Minnesota law.
Any such information or data is confidential and, as an essential and necessary
part of this Agreement, Contractor agrees not to disclose, use, or otherwise
disseminate any such data or information to any other party or entity other than
the City. Use of any such information or data by Contractor during the period of
this contract shall be exclusively for the purpose of fulfilling its obligations
hereunder.
Contractor agrees to indemnify the City and hold it harmless from any and all
disclosures of such information and data to any other party as a consequence of its
actions, which would include the actions of its agents, employees or anyone else
that may be acting under its direction or on its behalf.
Any such information and data in Contractor's possession after fulfillment of its
obligations herein shall be destroyed or returned to the City and Contractor shall
retain no copies thereof for any purpose.
IN WITNESS WHEREOF, the parties hereto have executed this Contract on the date(s)
indicated below.
CONTRACTOR TRI -CITY GIS ORGANIZATION
Title:
Date:
7268579v1
By:
Title:
Date:
By:
Title:
Date:
By:
Title:
Date:
8
95
Exhibit A
Contractor shall provide the following services generally described as GIS
Support:
7268579v1
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Regular Hourly Rate
Tri -City 2019 Discount Hourly Rate
Specialist
$65.00
$60.00
Field Data Collection, Data Input, Data Editing, Data Updates, Data Management,
Data Sychronization, Mapping, Geocoding,
Analyst
$75.00
$65.00
Run reports (CTS, GraniteXP), Checkln /Checkout Field data, Data Modelling, Model
Builder, ArcPad Form Creation, Database creation, Update GeoMoose Layers
Project Manager
$120.00
$95.00
Run meetings, Demos, Training, Task Management, Staff support
IT $120.00
$95.00
Software Installation, OS Tech support, General Maintenance of software, CTS
technical support
Programmer /Developer 1
$150.00
$120.00
Writing Code (HTML, VBSCRIPT), Custom Development (PHP, Javascript), Automation,
mapFeeder customization
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C,� COLUMBIA
HEIGHTS
AGENDA SECTION CONSENT
ITEM NO. 7M
MEETING DATE NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
ADOPT RESOLUTION 2018 -92 ESTABLISHING SENIOR CITIZENS OR RETIRED & DISABLED PERSONS
HARDSHIP SPECIAL ASSESSMENT DEFERRAL
DEPARTMENT: Public Works
CITY MANAGER'S APPR VAL:
BY /DATE: Kevin Hansen / November 20, 2018
BY /DATE:
CITY STRATEGY: N/A
Additional Strategy? #3: Affordability
SHORT TERM GOAL (IF APPLICABLE): Choose an item.
Additional Goal? Choose an item_
BACKGROUND:
In 1982 the City Council adopted a resolution allowing the deferral of assessments for senior citizens and
disabled persons. The resolution established eligibility criteria including a maximum income. The income level
is updated annually by resolution.
STAFF RECOMMENDATION:
The attached resolution retains the criteria in the previous resolution and updates the income eligibility
amount of $34,700, the same dollar amount used for reduced rates for senior citizens utility bills. The current
income eligibility amount is $35,700.
RECOMMENDED MOTION(S): Move to waive the reading of Resolution No. 2018 -92 there being ample copies
available to the public.
Move to adopt Resolution No. 2018 -92, being a resolution establishing a new maximum income of $35,700 for
Senior or Retired and Disabled Persons to be eligible for special assessment deferral.
ATTACHMENT(S): Resolution 2018 -92
97
RESOLUTION NO. 2018 -92
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.
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.
98
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 $35,700.
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.
ORDER OF COUNCIL
Passed this 26th day of November, 2018
Offered by:
Seconded by:
Roll Call:
Donna K. Schmidt, Mayor
Attest:
Katie Bruno, City Clerk /Council Secretary
99
C,� COLUMBIA
HEIGHTS
AGENDA SECTION
CONSENT
ITEM NO.
7N
MEETING DATE
NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
ADOPT RESOLUTION 2018 -93 UPDATING INCOME LIMIT FOR SENIOR CITIZEN UTILITY RATES
DEPARTMENT: Finance
CITY MANAGER'S APPROVAL:
BY /DATE: Jackie Zillmer /November 20, 2018 BY /DATE:
CITY STRATEGY: #3: Affordability
Additional Strategy? #7: Strong Infastructure /Public Services
SHORT TERM GOAL (IF APPLICABLE): N/A
Additional Goal? N/A
BACKGROUND: For many years, the City Council has annually updated the income eligibility limit for reduced
senior citizen utility rates. Currently, the income limit for reduced senior citizen rates is set at $34,700.
Attached is a resolution raising the income limit, beginning in 2019, to $35,700 for reduced senior citizen
rates.
The formula the City has used for this limit is the maximum current year (2019) Social Security benefit for an
individual at full retirement age, plus 4 %, rounded to the next even $100 increment. This limit is then
compared to applicants' prior year (2018) income. This formula is intended to allow for a modest amount of
income beyond the maximum Social Security benefit possible. The maximum Social Security benefit for an
individual at full retirement age for 2019 is $34,332.
The City Council can set any formula or amount for income eligibility. If the City establishes the income
eligibility guideline at a higher level, more people will qualify. As more people qualify for reduced rates, the
rates for non - qualifying people will have to be raised to ensure adequate revenue in the utility fund. For many
years, the number of seniors receiving the reduced rate has remained relatively constant at approximately 160
residents.
STAFF RECOMMENDATION: It is staff's recommendation that we maintain the current formula and increase
the senior citizen utility rate to $35,700.
RECOMMENDED MOTION(S):
Move to waive the reading of Resolution 2018 -93, there being ample copies available to the public.
Move to adopt Resolution 2018 -93, being a resolution updating the income limit for senior citizen utility rates.
ATTACHMENTS: Resolution 2018 -93
100
RESOLUTION NO. 2018-93
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 and water supply; and
WHERAS, 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 $35,700 will be eligible for
reduced rates.
BE IT FURTHER RESOLVED that the above eligibility standard is effective January 1, 2019
Passed this day of , 2018
Offered by:
Seconded by:
Roll Call:
Donna Schm
Attest:
Katie Bruno, City Clerk /Council Secretary
101
0 CH COLUMBIA
HEIGHTS
AGENDA SECTION CONSENT
ITEM NO 70
MEETING DATE NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM: Rental Housing Licenses
DEPARTMENT: Fire
CITY MANAGER'S APPROVAL: ,
BY /DATE: Gary Gorman
BY /DATE:
CITY STRATEGY: #6: Excellent Housing /Neighborhoods
Additional Strategy? N/A
SHORT TERM GOAL (IF APPLICABLE): N/A
Additional Goal? N/A
STAFF RECOMMENDATION:
Approval of attached list of rental housing applications
RECOMMENDED MOTION(S):
Move to approve the items listed for rental housing license applications for November 26, 2018, in that they
have met the requirements of the Property Maintenance Code.
ATTACHMENTS:
Rental Licenses to Approve (TIFF)
KIN
C COLUMBIA
HEIGHT
AGENDA SECTION CONSENT
ITEM NO, 70 (CONT.)
MEETING DATE NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
Reissue Rental License
DEPARTMENT: Fire
CITY MANAGER'S APPROVAL:
BY /DATE: Gary Gorman
BY /DATE:
CITY STRATEGY: #6: Excellent Housing /Neighborhoods
Additional Strategy? N/A
SHORT TERM GOAL (IF APPLICABLE): N/A
Additional Goal? N/A
STAFF RECOMMENDATION:
The matter of the revocation of the license to operate a rental unit within the City of Columbia Heights against
the following property for failure to meet the requirements of the Property Maintenance Codes has been
resolved:
1336 43 Y Avenue NE
RECOMMENDED MOTION:
Move to issue a rental housing license to Omer Ismael to operate the rental property located at 1336 43
Avenue N. E., in that the provisions of the Property Maintenance Code have been complied with.
ATTACHMENTS
Rental Licenses to Approve
2018 Print Rental Licenses to
COLUMBIA HEIGHTS approve by CC
�F 5 }'71 Rqg� }E� _D E Phis R qTT M E N T
Li 131.4 J3— lac � �t � i�i is'`: l� � L✓ 15 0� � i� 1�-
825 41st Avenue NE a Columbia Heights, MN S5421 o Inspections 763-706-8156¢ Fax 763 - 706 -8151 q- fireinspections @ci.columbia- heights.mn.us
10022
4144 6TH ST NE
Fairfield Investments
F17510
2817 Anthony Lane S. #203
$ 175.00
St. Anthony, MN 55418
10043
4555 WASHINGTON ST NE
Alarcon, Laura
F17502
4546 Jefferson Street
$ 175.00
Columbia Heights, MN 55421
10050
4618 FILLMORE ST NE
Clifton Properties LLC
F17749
2817 Anthony Lane S. #203
$ 175.00
St. Anthony, MN 55418
10063
4721 5TH ST NE
Belden River Properties, Kelly Wilson
F17651
3319 Belden Drive
$ 175.00
St. Anthony, MN 55418
10082
1225 43RD AVE NE
Quiet Cove Capital LLC,
F17637
P.O. Box 15261
$ 175.00
Minneapolis, MN 55415
10090
1417 43RD AVE NE
BARER Investment Group
F17586
16715 12th Ave N
$ 175.00
Plymouth, MN 55447
10099
1070 GRANDVIEW CT NE
Diehm, Tami
F17377
5125 St Moritz Drive
$ 175.00
Columbia Heights, MN 55421
10108
3955 HAYES ST NE
Bulle, Mujahidin
F17781
3577 Woodland Ct.
$ 175.00
Eagan, MN 55123
10110
4643 7TH ST NE
Abdullahi, Ahmed
F17223
3801 Bakken Blvd. NE
$ 175.00
Columbia Heights, MN 55421
10167
4437 6TH ST NE
Khakural, Bhairav
F17688
1984 Como Ave
$ 175.00
St. Paul, MN 55108
10168
411 SUMMIT ST NE
Kempf, Gus
F17594
3700 125th Avenue
$ 175.00
Blaine, MN 55449
10192
3911 VAN BUREN ST NE
Equitron Holdings, LLC
F17506
7401 Bush Lake Rd.
$ 175.00
Edina, MN 55439
104
11/19/2018
09:54
Page 1
2018 Print Rental Licenses to
COLUMBIA HEIGHTS approve by CC
F i RE 0EPIARTMENT
82541s Avenue NE = Columbia Heights, MN 55421 Inspections 763 - 706 -8156 e Fax 763 - 706 -8151 F fireinspections @ci.columbia- heights.mn.us
10193
3820 JACKSON ST NE
MNSF Minneapolis LLC
F17700
6836 Morrison Blvd. #420
$ 175.00
Charlotte, NC 28211
10279
1106 44TH AVE NE
4800 C Heights LLC
F17460
10409 Indiana Ave N
$ 175.00
Brooklyn Park, MN 55443
10302
3829 2 1/2 ST NE
Hampton Investments, Inc.
F17614
2817 Anthony Lane S. #203
$ 175.00
St. Anthony, MN 55418
10337
1637 37TH AVE NE
DuNord Properties, LLC, Michael Gross
F17564
3425 Aldrich Ave S
$ 175.00
Minneapolis, MN 55408
10349
4217 QUINCY ST NE
ADS LLC - Dani Araya,
F17269
950 County Road 10 #120
$ 175.00
Spring Lake Park, MN 55432
10384
1114 40TH AVE NE
Banwell, James
F17249
1698 Brickhouse Bar Court
$ 175.00
Annapolis, MD 21401
10393
4015 5TH ST NE
Kasanet Investments, Mary Tesfai
F17371
3027 31st Ave. NE
$ 175.00
St. Anthony, MN 55418
10503
4020 QUINCY ST NE
Yang, Yongzhi
F17711
4700 Narcissus Lane N
$ 175.00
Plymouth, MN 55446
12094
1024 45TH AVE NE
Hamilton, Vicki
F17295
5990 Oakwood Manor
$ 175.00
Fridley, MN 55432
15074
2103 FAIRWAY DR NE
Reeves, Naomi
F17744
5880 3RD ST APT 232
$ 55.00
San Francisco, CA 94124
20035
4407 JACKSON ST NE
Maciaszek, Rose
F17674A
2882 Rice Creek Terrace
$ 175.00
New Brighton, MN 55112
20048
500 40TH AVE NE
Landi, Maria
F17098
920 96TH LN NE
$ 175.00
Blaine, MN 55434
--
- -- - - -.
— ,-------- ,— T-- ---,T_
105
11/19/2018
09:54
Page 2
2018 Print Rental Licenses to
COLUMBIA HEIGHTS approve byCC
F I RE 0EFARTMEHT
825 41st Avenue NE o Columbia Heights, MN 55421 a Inspections 763 - 706 -8156 a Fax 763 - 706 -81516 fireinspections @ci.columbia -h eights. mn.us
20137
4008 CLEVELAND ST NE
Brownrigg, Thomas
F17759
1911 Longview Drive
$ 175.00
New Brighton, MN 55112
20157
4323 3RD ST NE
Moncada, Luis
F17716
4323 3rd Street N.E. Upper
$ 175.00
Columbia Heights, MN 55421
20177
4533 WASHINGTON ST NE
Miller, William
F17668
116 Candler Way
$ 175.00
Williamson, GA 30292
20299
4655 POLK ST NE
Reder, Christopher
F17718
4657 Polk St NE
$ 175.00
Columbia Heights, MN 55421
30035
228 40TH AVE NE
Haugestuen, Ben
F17742
6345 Compton Road
$ 263.00
Fort Collins, CO 80525
30051
970 43 1/2 AVE NE
Gulland, Bernard
F17162
5016 Aldrich Avenue S.
$ 307.00
Minneapolis, MN 55419
30058
600 51ST AVE NE
Chester, Tony
F17621
1300 Skywood Court N.E.
$ 185.00
Fridley, M,N 55421
30078
4556 MADISON ST NE
Pham, Hung
F17675
1822 Spring Creek Dr.
$ 185.00
Carver, MN 55315
30108
3746 STINSON BLVD NE
Modell, Paul
F17612
3441 Shore Drive
$ 412.00
Excelsior, MN 55331
30147
3925 3RD ST NE
PN18, LLC
F17682
3514 14th Avenue S
$ 307.00
Minneapolis, MN 55407
30175
3806 STINSON BLVD NE
Bryant, LLC
F17652
3522 Penn Ave. N.
$ 412.00
Minneapolis, MN 55412
30177
3816 STINSON BLVD NE
Bryant, LLC
F17653
3522 Penn Ave. N.
$ 412.00
Minneapolis, MN 55412
--- -- - - - ---
106
11/19/2018
09:54
Page 3
2018 Print Rental Licenses to
COLUMBIA HEIGHTS approve by CC
FIRE D E F A R T M E N T
825 41st Avenue NE m Columbia Heights, MN 55421 (a Inspections 763 - 706 -8156 � Fax 763-706-815141 fireinspections @ci.columbia - heights.mn.us
30179 3826 STINSON BLVD NE Klum, Cynthia F17639
1314 W. Royal Oaks Dr. $ 412.00
Shoreview, MN 55126
' Total # of Licenses: 39 3S
1336 43 1/2 Ave NE
Omer Ismael
1001 140th Lane NW
Andover, MN 55304
$1,050
107
11/19/2018 09:54 Page 4
W COLUMBIA
HEIGHTS
AGENDA SECTION
CONSENT AGENDA
ITEM NO.
7P
MEETING DATE
NOV 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
LICENSE AGENDA
DEPARTMENT: COMMUNITY DEVELOPMENT
CITY MANAGEWS.APP OVAL:
BY /DATE: Nov 21, 2018
BY /DATE:
CITY STRATEGY: #1; Safe Community
/
Additional Strategy? Choose an item.
SHORT TERM GOAL (IF APPLICABLE): Choose
an item.
Additional Goal? Choose
an item-
BACKGROUND/ANALYSIS
Attached is the business license agenda for the November 26, 2018 Council meeting. This
agenda consists of applications for 2019 Contractor Licenses and 2019 Business Licenses.
If City Council members have any questions, please contact staff regarding this matter.
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 November 26, 2018 as
presented.
ATTACHMENTS:
20181126 License Agenda 108
City of Columbia Heights - Council Letter
TO CITY COUNCIL November 26, 2018
*Signed Waiver Form Accompanied Application
CONTRACTOR'S LICENSES-2019
BLDG *Pearson Restorations LLC
1663 Van Buren Ave, St Paul
$80
*Ryan Co
533 So 3rd St, MPIs
$80
*Corval Construction
1633 Eustis St, St Paul
$80
*Homeworks Services
1230 Eagan Industrial Rd, Eagan
$80
*Centraire Htg & Ac
7402 Washington Ave S, Eden Prairie
$80
*J -Gerd Contractors
3308 Southway Dr, St Cloud
$80
*Master Mechanical
1027 Gemini Rd, Eagan
$80
*Associated Mechanical Cont
1257 Marschall Rd, Shakopee
$80
*C & S Blacktopping
14435 Northdale Blvd NW, Rogers
$80
*McQuillan Bros
1711 Highway 36 E, Maplewood
$80
*Standard Htg & Air
130 Plymouth Ave N, Mpls
$80
*Precision Landscape
50 S. Owasso Blvd E, Little Canada
$80
*Ridler Htg dba Hero Htg
3110 Washington Ave N, Mpls
$80
*Wenzel Htg
4145 Old Sibley Hwy, Eagan
$80
*Barr Web Industries
3038 E 35th St, MPIs
$80
MASSAGE
*Columbia Heights Massage- Business 5019 University Ave $500
*Zentral Massage- Business 3986 Central Ave $500
*Alec Vongkaysone- Therapist for Zentral Mass 3986 Central Ave $100
*Hong LaXiu- Therapist for Healing Bodyworks 5172 Central Ave $100
*Healing Bodyworks- Business 5172 Central Ave $500
GAMES OF SKILL
*Mendota Valley Amusements 390 Richmond St E, So St Paul $225
*American Amusements 2100 W 96th St, Bloomington $75
ON SALE BEER
*EI Taco Loco 4220 Central Ave NE, Col. Hts $400
LIQUOR
*Sarna's 3939 University Ave, Col. Hts $6,700
WINE /BEER
Page 2
*Karta Thai 3800 Central Ave, Col Hts $2,400
TEMPORARY LIQUOR
*Immaculate Conception Church 4030 Jackson St $100 /day
Approving all events for 2019
109
20181 -113- License Agenda
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0 CH COLUMBIA
HEIGHTS
AGENDA SECTION
PUBLIC HEARINGS
ITEM NO.
8A
MEETING DATE
NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
Adopt Resolution For Revocation
DEPARTMENT: Fire
CITY MANAGER'S APPROVAL:
BY /DATE: Gary Gorman
BY /DATE:
CITY STRATEGY: #6: Excellent Housing /Neighborhoods
Additional Strategy? N/A
SHORT TERM GOAL (IF APPLICABLE): N/A
Additional Goal? N/A
STAFF RECOMMENDATION:
Revocation of the license to operate a rental unit within the City of Columbia Heights is requested against
rental properties at:
2018 -89 - 4408 Monroe Street NE
for failure to meet the requirements of the Property Maintenance Codes.
RECOMMENDED MOTION(S):
Move to close the public hearing and to waive the reading of Resolution Number 2018 -89, being ample
copies available to the public.
Move to adopt Resolution Number 2018 -89, being a Resolution of the City Council of the City of Columbia
Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of the rental
licenses listed.
ATTACHMENTS:
2018 -89 Rental Vio NOT Corrected —4408 Monroe St.
125
RESOLUTION NO. 2018-89
Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code,
Chapter 5A, Article IV, Section 5A.408(A) of that certain property rental license held by Brian D. O'Connell
(Hereinafter "License Holder ").
Whereas, license holder is the legal owner of the real property located at 4408 Monroe Street N.E. Columbia
Heights, Minnesota,
Whereas, pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(B), written notice setting forth the
causes and reasons for the proposed Council action contained herein was given to the License Holder on
October 25, 2018 of a public hearing to be held on November 26, 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. That on September 18, 2018, inspectors for the City of Columbia Heights, inspected the property
described above and noted violations. A compliance letter listing the violations was mailed by regular
mail to the owner at the address listed on the Rental Housing License Application.
2. That on October 24, 2018, inspectors for the City of Columbia Heights performed a re- inspection and
noted that violations remained uncorrected. A statement of cause was mailed via regular mail to the
owner at the address listed on the rental housing license application.
3. That on November 14, 2018, inspectors for the City of Columbia Heights checked records for this
property and noted that the violations remained uncorrected
4. That based upon said records of the Enforcement Office, the following conditions and violations of the
City's Property Maintenance Code were found to exist, to -wit:
a. Shall repair /replace rotted wood above window on north side (west window).
b. Shall replace screen with approved window screen in a workmanlike fashion (screen is currently
stapled to wood).
c. Shall remove illegal /unapproved fencing.
d. Shall replace rotted fascia on south side porch eve.
e. Shall tuck point blocks on foundation so that there are no gaps.
f. Shall repair /replace any /all rotted wood around windows and siding.
g. Shall repair /replace missing kitchen cabinets.
h. Shall replace missing globe in light fixture in first floor northeast bedroom.
i. Shall replace missing light globe in main floor hallway (electrical hazard).
j. Shall replace carbon monoxide detector that is painted over.
k. Shall immediately replace any /all smoke detectors that have been painted over.
I. Shall repair broken window in upstairs bathroom.
m. Shall scrape and paint wherever there is peeling paint around the upstairs bathroom window.
n. Shall replace missing air vent in bathroom wall.
o. Shall install an approved CO detector on 2nd floor.
p. Shall repair /replace door frame around upstairs east bedroom.
q. Shall remove electrical hazard of multiple power strips daisy chained together in east bedroom
or provide more outlets for use.
r. Shall repair broken west south side window.
126
City of Columbia Heights - Council Resolution
Page 2
5. That all parties, including the License Holder and any occupants or tenants, have been given the
appropriate notice of this hearing according to the provisions of the City Code, Chapter 5A, Article III
5A.306 and 5A.303(A).
ORDER OF COUNCIL
1. The rental license belonging to the License Holder described herein and identified by license number
F17767 is hereby revoked.
2. The City will post for the purpose of preventing occupancy a copy of this order on the buildings
covered by the license held by License Holder.
3. All tenants shall remove themselves from the premises within 45 days from the first day of posting of
this Order revoking the license as held by License Holder.
Passed this day of , 2018
Offered by:
Seconded by:
Roll Call:
Donna Schmitt, Mayor
Attest:
Katie Bruno, City Clerk /Council Secretary
127
0 CH COLUMBIA
HEIGHTS
AGENDA SECTION
ITEMS FOR CONSIDERATION
ITEM NO.
9A
MEETING DATE
NOVEMBER 26, 2018
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM:
City Manager Employment Agreement
DEPARTMENT: Administration
CITY MANAGER'S AP ROVAL:
BY /DATE: Kelli Bourgeois / November 21, 2018
BY /DATE:
CITY STRATEGY: N/A
Additional Strategy? N/A
SHORT TERM GOAL (IF APPLICABLE): N/A
Additional Goal? N/A
BACKGROUND:
At the November 15th City Council meeting the Council voted to approve a contingent employment agreement
offering the City Manager position to Kelli Bourgeois. Attached please find the draft agreement with edits
marked as well as the final agreement and Resolution for your action.
RECOMMENDED MOTIONS:
Motion: Move to waive the reading of Resolution 2018 -88, there being ample copies available to the public.
Motion: Move to adopt Resolution No. 2018 -88, approving an employment contract for the city manager
position to Kelli Bourgeois.
ATTACHMENTS:
Resolution 2018 -88
Redline Employment Agreement
Final Employment Agreement
128
RESOLUTION NO. 2018 -88
A resolution of the City Council for the City of Columbia Heights, Minnesota,
WHEREAS, the position of City Manager is anticipated to become vacant on December 31, 2018, due to the retirement
of Walter Fehst; and
WHEREAS, at their November 15`h, 2018 meeting the City Council made a contingent offer of the City Manager position
to Kelli Bourgeois, current Human Resources Director/ Assistant City Manager, which she accepted.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Columbia Heights does hereby appoint Kelli
Bourgeois, City Manager, of the City of Columbia Heights, effective January 1, 2019, or the day following the current City
Manager's last day of employment, whichever occurs last, under the following terms and conditions of employment:
1. POSITION.
Employer agrees to employ Employee as its City Manager. Employee agrees to serve as City Manager in
accordance with State Statutes, City Charter, City ordinances and the Code of Ethics of the International and
Minnesota City /County Management Associations, and to perform such other legally permissible and proper
duties and functions as the City Council shall from time to time assign.
2. PENSION PLAN.
Employer shall contribute to PERA as required by State law for Employee or an alternate pension plan, if
selected by Employee, authorized by State law.
DEFERRED COMPENSATION PLAN.
Employer shall contribute to a Deferred Compensation Plan, if selected by Employee, matching up to $5,000 of
the Employee's contribution.
4. SALARY.
Employer shall pay Employee a salary of $140,000 per year starting January 1, 2019 or the day following the
current City Manager's last day of employment, whichever occurs last. Employer and Employee agree that an
initial performance review will be conducted by the City Council on Employee after six (6) months, 12 months
and annually thereafter. The City Council agrees to consider up to a 2.5% increase in compensation to the
Employee dependent upon the results of the 6 month and 12 month performance evaluations. If the City Council
fails to do an annual review in a timely manner (one month from the anniversary of the start date), then the
Employee will automatically receive a comparable increase as other management employees. The Cost of Living
Adjustment (COLA) will be the same as enjoyed by other management employees.
5. SENIORITY. For purposes of employment benefits, personal days, to be used as sick leave, vacation leave, and
the like, Employee will be credited with having completed four (4) years of employment with the City upon her
first day of employment.
6. PAID TIME OFF.
Effective upon Employee's first day of employment, Employee shall be credited with thirty -two (32) paid time off
(PTO) days to be used as sick leave, vacation and the like. A maximum of fourteen (15) days may be carried over
into the new year. Effective upon Employee's first day of employment as City Manager, 80 hours of Employee's
existing vacation bank will be transitioned over for use in 2019. Effective upon Employee's first day of
employment as City Manager, all of Employee's existing sick leave bank will be put into a separate fund to be
used in the future for an FMLA qualifying event. If Employee leaves employment with the City, any remaining
sick leave balance will be paid into a Retirement Health Savings Account at the percentage payout based on
overall years of service as outlined in the Personnel Policy.
129
City of Columbia Heights - Council Resolution 2018 -88 Page 2
7. HOLIDAYS.
Employer shall provide Employee the same holidays as enjoyed by other management employees.
8. GENERAL INSURANCE.
Employer shall provide Employee the same group hospital, medical, dental, life, HSA, and disability insurance
benefits as provided to all other management employees.
9. DUES AND SUBSCRIPTIONS.
Employer shall budget and pay the professional dues and subscriptions for Employee which are deemed
reasonable and necessary for Employee's continued participation in regional, state and local associations
necessary and desirable for Employee's continued professional participation, growth and advancement.
10. PROFESSIONAL DEVELOPMENT.
Employer shall budget and pay necessary and reasonable registration, travel and subsistence expenses of
Employee for professional and official travel, meetings and occasions adequate to continue the professional
development of Employee and to adequately pursue necessary official and other committees thereof which
serves as a member. Employee shall use good judgement in her outside activities so she will not neglect her
primary duties to the Employer.
11. CIVIC CLUB MEMBERSHIP.
Employer recognizes the desirability of representation in and before local civic and other organizations.
Employee is authorized to become a member of such civic clubs or organizations as deemed appropriate by
Employee and Employer; and at Employer's expense.
12. AUTOMOBILE.
Employee shall be paid a monthly allowance of $200 a month for use of her personal automobile for Employee
business within the seven (7) County Metro area, not including her commute to and from work. If she chooses to
apply that allowance towards the use of a plug -in hybrid or a plug -in electric, she would be paid $400 a month,
with a proof of lease or ownership.
13. GENERAL EXPENSES.
Employer shall reimburse Employee reasonable miscellaneous job related expenses which it is anticipated
Employee will incur from time to time when provided appropriate documentation.
14. HOURS OF WORK.
It is understood the position of City Manager requires attendance at evening meetings and occasionally at
weekend meetings. It is understood by Employee that additional compensation and compensatory time shall not
be allowed for such additional expenditures of time over and above her minimum of a forty (40) hour work
week. It is further understood that Employee may absent herself from the office to a reasonable extent in
consideration of extraordinary time expenditures for evening and weekend meetings at other than normal office
hours.
15. TERMINATION BENEFITS.
In the event Employee is terminated by the Employer during such time that Employee is willing and able to
perform the duties of City Manager, then in that event, Employer agrees to pay Employee at the time of receipt
of her last paycheck a lump sum cash payment equal to the following: If within the first year of employment,
three month's aggregate salary and continued Employer paid benefits as set forth in paragraph 8; for all years
thereafter, six months' aggregate salary and continued Employer paid benefits as set forth in paragraph 8.
However, in the event Employee is terminated at any time because of her malfeasance in office, gross
130
City of Columbia Heights - Council Resolution 2018 -88
Page 3
misconduct, conviction for a felony, or conviction for an illegal act involving personal gain to Employee, then
Employer shall have no obligation to pay the termination benefits.
If Employee voluntarily resigns her positon with Employer, Employee agrees to give the Employer thirty (30)
days advance notice. If Employee voluntarily resigns her position with Employer there shall be no termination
pay due to Employee.
GENERAL CONDITIONS OF EMPLOYMENT.
16. Nothing in this Agreement shall prevent, limit or otherwise interfere with the right of Employer to terminate the
services of Employee at any time, for any reason, subject only to the provisions of this Agreement and statutory
and charter requirements. Furthermore, nothing in this Agreement shall prevent, limit or otherwise interfere
with the right of Employee to resign at any time from her position with Employer, subject only to the provisions
of this Agreement and City Charter.
ORDER OF COUNCIL
Passed this 26th day of November, 2018
Offered by:
Seconded by:
Roll Call:
Donna Schmitt, Mayor
Attest:
Katie Bruno, City Clerk /Council Secretary
131
City of Columbia Heights, Minnesota
Employment Agreement
Agreement made this —26 —day of of November, 2018, by and between the City Council of
the City of Columbia Heights ( "Employer ") and Kelli Bourgeois ( "Employee ").
The parties agree as follows:
1. POSITION.
Employer agrees to employ Employee as its City Manager. Employee agrees to serve
as City Manager in accordance with State Statutes, City Charter, City ordinances and
the Code of Ethics of the International and Minnesota City /County Management
Associations, and to perform such other legally permissible and proper duties and
functions as the City Council shall from time to time assign.
2. PENSION PLAN.
Employer shall contribute to PERA as required by State law for Employee or an
alternate pension plan, if selected by Employee, authorized by State law.
3. DEFERRED COMPENSATION PLAN.
Employer shall contribute to a Deferred Compensation Plan, if selected by Employee,
matching up to $5,000 of the Employee's contribution.
4. SALARY.
Employer shall pay Employee a salary of $140,000 per year starting
January 1 2019 or the day following the current City Manager's last day _of
employment, whichever occurs last. Employer and Employee agree that an initial
performance review will be conducted by the City Council on Employee after six (6)
months 12m onths and annually thereafter. The City Council agrees to consider 8WYR
to a 2.5% increase in compensation to the Employee dependent upon the results of
the -the 6 month and 12 month performance evaluation_ ula to the Game
Otlqer FRanageFnept eFppleyees_� �A. If the City Council fails to do an annual
review in a timely manner (one month from the anniversary of the start date), then
the Employee will automatically receive a comparable increase as other management
employees _The Cost of Living Adjustment (COLA) will be the same as enjoyed by other
management employees_
S. SENIORITY. For purposes of employment benefits, personal days, to be used as sick
leave, vacation leave, and the like, Employee will be credited with having completed
four (4) years of employment with the City upon her first day of employment.
6. PAID TIME OFF. (Have not got the input from Joe Klaiber on this.)
132
Effective upon Employee's first day of employment, Employee shall be credited with
thirty -two (32) paid time off (PTO) days to be used as sick leave, vacation and the like.
A maximum of fourteen 14-415 days may be carried over into the new year. E ective
u an Em la ee's first doV of employment as City Manager, 80 hours of Employee's
existing vacation bank will be transitfoned over for use in 2019. Effective upon
Employee's first day of employment as City Manager, all of Employee's existing sick
leave bank will be put into a separate fund to be used in the future for an FMLA
qua ifyinp evens if Employee leaves employment with the City, any remaining sick
leave balance wW be paid into a Retirement Neafth Savings Account at the percentage
,payout based on overall years of service os outlined in the Personnel Polio+.
7. HOLIDAYS.
Employer shall provide Employee the same holidays as enjoyed by other management
employees.
8. GENERAL INSURANCE.
Employer shall provide Employee the same group hospital, medical, dental, life, HSA,
and disability insurance benefits as provided to all other management employees.
9. DUES AND SUBSCRIPTIONS.
Employer shall budget and pay the professional dues and subscriptions for Employee
which are deemed reasonable and necessary for Employee's continued participation
in regional, state and local associations necessary and desirable for Employee's
continued professional participation, growth and advancement.
30. PROFESSIONAL DEVELOPMENT.
Employer shall budget and pay necessary and reasonable registration, travel and
subsistence expenses of Employee for professional and official travel, meetings and
occasions adequate to continue the professional development of Employee and to
adequately pursue necessary official and other committees thereof which serves as a
member. Employee shall use good judgement in her outside activities so she will not
neglect her primary duties to the Employer.
11. CIVIC CLUB MEMBERSHIP.
Employer recognizes the desirability of representation in and before local civic and
other organizations. Employee is authorized to become a member of such civic clubs
or organizations as deemed appropriate by Employee and Employer; and at
Employer's expense.
12. AUTOMOBILE.
Employee shall be paid a monthly allowance of $200 a month for use of her personal
automobile for Employee business within the seven (7) County Metro area, not
Formatted: Highlight
Formatted: Font: 12 pt, Bold, Italic
133
including her commute to and from work. If she chooses to apply that allowance
towards the use of a plug -in hybrid or a plug -in electric, she would be paid $400 a
month, with a proof of lease or ownership.
13. GENERAL EXPENSES.
Employer shall reimburse Employee reasonable miscellaneous job related expenses
which it is anticipated Employee will incur from time to time when provided
appropriate documentation.
14. HOURS OF WORK.
It is understood the position of City Manager requires attendance at evening meetings
and occasionally at weekend meetings. It is understood by Employee that additional
compensation and compensatory time shall not be allowed for such additional
expenditures of time over and above her minimum of a forty (40) hour work week. It
is further understood that Employee may absent herself from the office to a
reasonable extent in consideration of extraordinary time expenditures for evening
and weekend meetings at other than normal office hours.
15. TERMINATION BENEFITS.
In the event Employee is terminated by the Employer during such time that Employee
is willing and able to perform the duties of City Manager, then in that event, Employer
agrees to pay Employee at the time of receipt of her last paycheck a lump sum cash
payment equal to the following: If within the first year of employment, oae-three
month's aggregate salary and trcontinued Empi_oyr pay efpaid
benefits as set forth in paragraph for alb' ears thereafter s €x months' a re ate
salary, and tontinued Ern ployer paid benefits as set forth in paragrap h E.
of eRe (I) nth fell ,wiRg.F ;atPQR. However, in the event Employee is
terminated at any time because of her malfeasance in office, gross misconduct,
conviction for a felony, or conviction for an illegal act involving personal gain to
Employee, then Employer shall have no obligation to pay the termination benefits.
If Employee voluntarily resigns her positon with Employer, Employee agrees to give
the Employer thirty (30) days advance notice. If Employee voluntarily resigns her
position with Employer there shall be no termination pay due to Employee.
GENERAL CONDITIONS OF EMPLOYMENT.
16. Nothing in this Agreement shall prevent, limit or otherwise interfere with the right of
Employer to terminate the services of Employee at any time, for any reason, subject
only to the provisions of this Agreement and statutory and charter requirements.
Furthermore, nothing in this Agreement shall prevent, limit or otherwise interfere
134
with the right of Employee to resign at any time from her position with Employer,
subject only to the provisions of this Agreement and City Charter.
IN WITNESS WHEREOF, Employer has caused this Agreement to be signed and executed and
notarized on its behalf by its Mayor, Council Members, Kell! Bourgeois, and City Clerk and
Employee has signed this Agreement, in duplicate, the day and year first written above.
135
EMPLOYER: EMPLOYEE:
CITY OF COLUMBIA HEIGHTS
BY: Kelli Bourgeois
Mayor Donna Schmitt
AND COUNCIL MEMBERS: City Clerk /Notary:
Bobby Williams
John Murzyn Katie Bruno
Connie Buesgens
Nick Novitsky
136
City of Columbia Heights, Minnesota
Employment Agreement
Agreement made this 26 day of November, 2018, by and between the City Council of the City
of Columbia Heights ( "Employer ") and Kelli Bourgeois ( "Employee ").
The parties agree as follows:
1. POSITION.
Employer agrees to employ Employee as its City Manager. Employee agrees to serve
as City Manager in accordance with State Statutes, City Charter, City ordinances and
the Code of Ethics of the International and Minnesota City /County Management
Associations, and to perform such other legally permissible and proper duties and
functions as the City Council shall from time to time assign.
2. PENSION PLAN.
Employer shall contribute to PERA as required by State law for Employee or an
alternate pension plan, if selected by Employee, authorized by State law.
3. DEFERRED COMPENSATION PLAN.
Employer shall contribute to a Deferred Compensation Plan, if selected by Employee,
matching up to $5,000 of the Employee's contribution.
4. SALARY.
Employer shall pay Employee a salary of $140,000 per year starting January 1, 2019 or
the day following the current City Manager's last day of employment, whichever
occurs last. Employer and Employee agree that an initial performance review will be
conducted by the City Council on Employee after six (6) months, 12 months and
annually thereafter. The City Council agrees to consider up to a 2.5% increase in
compensation to the Employee dependent upon the results of the 6 month and 12
month performance evaluations. If the City Council fails to do an annual review in a
timely manner (one month from the anniversary of the start date), then the Employee
will automatically receive a comparable increase as other management employees.
The Cost of Living Adjustment (COLA) will be the same as enjoyed by other
management employees.
5. SENIORITY. For purposes of employment benefits, personal days, to be used as sick
leave, vacation leave, and the like, Employee will be credited with having completed
137
four (4) years of employment with the City upon her first day of employment.
6. PAID TIME OFF.
Effective upon Employee's first day of employment, Employee shall be credited with
thirty -two (32) paid time off (PTO) days to be used as sick leave, vacation and the like.
A maximum of fourteen (15) days may be carried over into the new year. Effective
upon Employee's first day of employment as City Manager, 80 hours of Employee's
existing vacation bank will be transitioned over for use in 2019. Effective upon
Employee's first day of employment as City Manager, all of Employee's existing sick
leave bank will be put into a separate fund to be used in the future for an FMLA
qualifying event. If Employee leaves employment with the City, any remaining sick
leave balance will be paid into a Retirement Health Savings Account at the percentage
payout based on overall years of service as outlined in the Personnel Policy.
7. HOLIDAYS.
Employer shall provide Employee the same holidays as enjoyed by other management
employees.
8. GENERAL INSURANCE.
Employer shall provide Employee the same group hospital, medical, dental, life, HSA,
and disability insurance benefits as provided to all other management employees.
9. DUES AND SUBSCRIPTIONS.
Employer shall budget and pay the professional dues and subscriptions for Employee
which are deemed reasonable and necessary for Employee's continued participation
in regional, state and local associations necessary and desirable for Employee's
continued professional participation, growth and advancement.
10. PROFESSIONAL DEVELOPMENT.
Employer shall budget and pay necessary and reasonable registration, travel and
subsistence expenses of Employee for professional and official travel, meetings and
occasions adequate to continue the professional development of Employee and to
adequately pursue necessary official and other committees thereof which serves as a
member. Employee shall use good judgement in her outside activities so she will not
neglect her primary duties to the Employer.
138
11. CIVIC CLUB MEMBERSHIP.
Employer recognizes the desirability of representation in and before local civic and
other organizations. Employee is authorized to become a member of such civic clubs
or organizations as deemed appropriate by Employee and Employer; and at
Employer's expense.
12. AUTOMOBILE.
Employee shall be paid a monthly allowance of $200 a month for use of her personal
automobile for Employee business within the seven (7) County Metro area, not
including her commute to and from work. If she chooses to apply that allowance
towards the use of a plug -in hybrid or a plug -in electric, she would be paid $400 a
month, with a proof of lease or ownership.
13. GENERAL EXPENSES.
Employer shall reimburse Employee reasonable miscellaneous job related expenses
which it is anticipated Employee will incur from time to time when provided
appropriate documentation.
14. HOURS OF WORK.
It is understood the position of City Manager requires attendance at evening meetings
and occasionally at weekend meetings. It is understood by Employee that additional
compensation and compensatory time shall not be allowed for such additional
expenditures of time over and above her minimum of a forty (40) hour work week. It
is further understood that Employee may absent herself from the office to a
reasonable extent in consideration of extraordinary time expenditures for evening
and weekend meetings at other than normal office hours.
15. TERMINATION BENEFITS.
In the event Employee is terminated by the Employer during such time that Employee
is willing and able to perform the duties of City Manager, then in that event, Employer
agrees to pay Employee at the time of receipt of her last paycheck a lump sum cash
payment equal to the following: If within the first year of employment, three month's
aggregate salary and continued Employer paid benefits as set forth in paragraph 8; for
all years thereafter, six months' aggregate salary and continued Employer paid
benefits as set forth in paragraph 8.. However, in the event Employee is terminated at
any time because of her malfeasance in office, gross misconduct, conviction for a
felony, or conviction for an illegal act involving personal gain to Employee, then
Employer shall have no obligation to pay the termination benefits.
139
If Employee voluntarily resigns her positon with Employer, Employee agrees to give
the Employer thirty (30) days advance notice. If Employee voluntarily resigns her
position with Employer there shall be no termination pay due to Employee.
GENERAL CONDITIONS OF EMPLOYMENT.
16. Nothing in this Agreement shall prevent, limit or otherwise interfere with the right of
Employer to terminate the services of Employee at any time, for any reason, subject
only to the provisions of this Agreement and statutory and charter requirements.
Furthermore, nothing in this Agreement shall prevent, limit or otherwise interfere
with the right of Employee to resign at any time from her position with Employer,
subject only to the provisions of this Agreement and City Charter.
IN WITNESS WHEREOF, Employer has caused this Agreement to be signed and executed and
notarized on its behalf by its Mayor, Council Members, Kell! Bourgeois, and City Clerk and
Employee has signed this Agreement, in duplicate, the day and year first written above.
EMPLOYER:
CITY OF COLUMBIA HEIGHTS
LJV
Mayor Donna Schmitt
AND COUNCIL MEMBERS:
Bobby Williams
John Murzyn
Connie Buesgens
Nick Novitsky
4
EMPLOYEE:
Kelli Bourgeois
City Clerk /Notary:
Katie Bruno
140