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Home My WebLink About01-07-2019 Work Session Mayor Donna Schmitt Councilmembers Robert A. Williams John Murzyn, Jr. Connie Buesgens Nick Novitsky City Manager Kelli Bourgeois City of Columbia Heights 590 40th Avenue NE, Columbia Heights, MN 55421-3878 (763) 706-3600 Auxiliary aids or other accommodations for disabled persons are available upon request when the request is made at least 48 h ours in advance. Please contact the City Clerk at 763-706-3611 or kbruno@columbiaheightsmn.gov, to make arrangements. NOTICE OF WORK SESSION Meeting of: Columbia Heights City Council Date of Meeting: January 7, 2019 Time of Meeting: 6:00 PM Location of Meeting: City Hall-Conference Room No. 1 Purpose of Meeting: Worksession 1. City Hall Facility Condition Assessment 2. Pedestrian Options-37th Ave. 3. Infrastructure Grant Applications Status: a. 53rd Avenue (HSIP) b. 37th Avenue (Regional Solicitation) c. Central Avenue (HSIP) 4. Brewery Ordinance – Amendment to Allow Additional Barrels of Beer Production 5. Discussion of Banquet Halls, Recreation Facilities and Community Centers in Commercial Zoning Districts 6. 2020 Census Update 7. Tax Comparison of the remnant public safety parcel. 8. Discuss Appointment of Council Liaisons and Staff Assignments to City Boards & Commissions and External Boards. a. School Board letter regarding liaison 9. Discuss Appointment to Columbia Heights Volunteer Firefighters Relief Association Board of Trustees for 2019 10. Self-Contained Breathing Apparatus purchase 11. Discuss the Advisory Commission Appointment process 12. Discuss Appointment of Council President 13. Discuss Legal Newspaper for 2019 14. Discussion Regarding Tentative Union Agreements 15. Administration Department Staffing AGENDA SECTION WORK SESSION ITEM NO. MEETING DATE JANUARY 7, 2019 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: CITY HALL MASTER PLAN DEPARTMENT: Public Works BY/DATE: Kevin Hansen /January 3, 2019 BY/DATE: CITY STRATEGY: #7: Strong Infastructure/Public Services Additional Strategy? N/A SHORT TERM GOAL (IF APPLICABLE): #5 Develop a Master Plan for New City Hall Additional Goal? N/A BACKGROUND: At the September 25th regular meeting, the City Council authorized staff to prepare a Master Plan for City Hall, meeting one of the council goals established earlier in the year. The process for the creation of a Master Plan would be similar to the scoping study process used for the new library and would involve: •Update the 1999 Space Needs Study for future City Hall operations. •Site Evaluation and Selection – provide an analysis of sites in the city that may locate a new City Hall. •Site Assessment and Site Development – includes building layout, site access, parking, integration of stormwater needs on the site, and review of foundation needs based on soil borings. •Concept Layout Development - develop preliminary building layout drawings including building square footage, exterior materials, building height, primary interior spaces, and quality of construction. •Develop site cost comparisons for each site. •Develop a detailed cost estimate based on the preferred site. •Develop funding scenarios based on the detailed cost estimate. At the December 10, 2018 council meeting the council accepted the Master Plan, but did not select a preferred site. The council indicated for public input on a new City Hall and also more detail on the issues and costs associated with the capital maintenance and renovating the existing building. ANALYSIS/CONCLUSIONS: A detailed facility condition report of City Hall has been prepared and is attached. The report examined not only the mechanical systems (prior staff report) but includes the building envelope and infrastructure to determine a more complete condition assessment. The report details the needs and costs based on immediate needs (1-2 years), intermediate needs (2-4 years) and longer term (4+ years) needs. The report documents include: •Executive Summary •Detailed investigation with photos •Cost estimate matrix A public outreach program will be developed for 2019 that may include the following processes for public review/comment/input: •Website page: include the Existing Facility Report, Approved Master Plan and site locations with pros / cons. WS1 City of Columbia Heights - Council Letter Page 2 •Invite comments through email and phone. •Breakout session at the Town Hall meeting for discussion / comment / input •Tabulate and provide all comments and feedback to council. STAFF RECOMMENDATION: Review condition assessment and refine public outreach program for 2019. RECOMMENDED MOTION(S): None – review and discussion. ATTACHMENT(S): Facility Condition Report Capital Maintenance Costs PLANNING ARCHITECTURE ENGINEERING INTERIORS ABU DHABI ATLANTA AUSTIN BEIJING CHICAGO COLLEGE STATION CORPUS CHRISTI DALLAS DAMMAM DOHA FORT WORTH HONG KONG HOUSTON LANSING LAS VEGAS LOS ANGELES MIAMI MILPITAS MINNEAPOLIS OAKLAND OMAHA ORANGE RIYADH SAN ANTONIO SAN MARCOS TAMPA WACO WASHINGTON DC WEST PALM BEACH 730 Second Avenue South Suite 1300 Minneapolis, MN 55402-2455 612.338.8741 leoadaly.com memo To: Kevin Hansen, PE City of Columbia Heights From: Cindy McCleary, AIA LEED AP Date: January 3, 2019 Re: Columbia Heights City Hall; facility condition report Executive Summary Leo A Daly performed a building tour to inventory the existing facility conditions of the Columbia Heights City Hall. The facility was reviewed for the purposes of evaluating the building envelope (roof, walls, doors) and infrastructure for the purposes of identifying the condition of the building and developing a rough order of magnitude of costs required to refurbish the building. Overall, most of all building envelope and systems are beyond their useful life and require full replacement. This includes all windows, doors, roof, elevator, primary mechanical, restrooms, electrical, cabling and plumbing systems. These items have been categorized as Level 1 (1-2-year replacement); Level 2 (2-3-year replacement) and Level 3 (3-7-year replacement), as follows: Level 1: Exterior Envelope & Elevator Replacement: $1,455,043 Level 2: HVAC / Electrical / Lighting Restroom Renewal: $4,761,619 Level 3: Parking Lot & Interior Finish Renewal $ 429,000 Total Cost of Deferred Maintenance / Renovation: $6,645,661 Typical industry standard for evaluating renovation costs is to review costs relative to the value of the building. Commercial buildings of this era and size appear to be valued at between $1,200,000 – 4,600,000, according to Hennepin County Property Records. Based upon this, post renovation, the value of the building would be less than the value of investment required to bring it up to current performance. LEO A DALY Memo Page | 2 Additionally, the building possesses inadequate qualities which may not be fully improved through renovation. · Thirty percent (30%) of the building does not have an elevator or accessible path, and therefore does not meet the Americans with Disabilities Act (ADA) which applies to public and staff accessibility. To do so requires adding a second elevator or ramp. These costs were not included above. · Fourth percent (40%) of the building is underutilized or inefficiently utilized. This accounts for space the City pays to heat, cool and maintain yet receives no value return from those expenses. · The building envelope is comprised of brick and concrete block that forms a combination interior and exterior wall, with no insulation, no airspace and no vapor barrier. Not only does this not meet Energy Code, this results in the cracking seen across the mortar joints, the water infiltration across the windows and walls and hot and cold spots within the building offices on outside walls. Though remedial repair was included in the cost, no solutions to correct this condition were priced. The likely solution would consist of constructing an additional inboard wall with airspace, along the entire perimeter of the building on every floor. · Overall functionality of the building. The building is a split entry with floor at 4 different elevations. The stairs between floors are not consistently meeting building code for egress or ADA. Though handrails and some stair modifications are included in the costs above the stairs will remain. This results in a building difficult or confusing to navigate, and which compartmentalizes staff departments from other departments. Regardless of whether the City opts to renovate fully, renovate over time, or relocate, we recommend the following activities be commissioned: 1. Conditions were observed that may require additional review for compliance with building code for achieving emergency egress and exit; 2. Conditions were observed that may require Hazardous Materials testing or monitoring; 3. Conditions were observed where electrical or cabling was not fully enclosed, was run unconventionally or has been visibly modified over time. An Arc Fault Review is recommended. The following documents comprise the full report: 1. Executive Summary 2. City Hall Investigation Tour Narrative w photographs 3. Facility Condition Assessment Cost Matrix 1 January 3, 2019 Columbia Heights City Hall Investigation – TOUR 10/30/2018 REPARED BY: LEO A DALY ARCHITECTS & ENGINEERS Summary: This building asset summary was performed by Cindy McCleary, Architect, and Riley Olson, EIT of Leo A Daly architects and Engineers. The summary was derived from a visual observation and tour of the existing building. The summary is not fully comprehensive, however, identifies items that became visually apparent during the 3 hour tour. Existing Building Utilization: Existing Building Square Footage: 25,700 (about 12, 850 per floor) 3550 GSF is a Leasable Square Footage to a non-government entity. 2800 GSF Underutilized due to being former Fire Bay / Hose tower / showers 3010 GSF Underutilized due to being former Firing Range, police lockers, restrooms, corridor etc.* 1600 GSF Underutilized due to being former jail cells, squad room, garage and investigations* * 9500 GSF Used as Staff Office 5240 GSF Used as Council Chambers, public corridors, restrooms, and public lobbies *About 300 GSF of the total is being utilized for file storage ** About 200 GSF of the investigations room is being used for elections storage. Jail cells are utilized as storage, however, deemed to be low value items being stored elsewhere 43% of the building is being used for Non-Government or low value (underutilized) uses AND YET even if “mothballed”, will still require asset preservation, code compliance updates, window/door replacement yet, will reap no additional effective use. 30% of the building has no Accessible Primary Entry (entry through garages, not considered primary). Existing Energy Utilization (Note: The building has NO wall or roof insulation) Gas Utilities: 850 Therms / Mo average Usage or $3.63/square foot.* Electrical Costs $0.77/square foot MN Energy Code Building tend to perform between 15-20% than buildings 40+ years old *City staff have noted that there have been interruptions in meter service, reducing ability to effectively track usage. IT is believed that actual usage is greater than the logged usage noted above. 2 January 3, 2019 Functionality: 1. MN Energy Code: a. 100% of the building does not meet MN Energy Code, as it includes NO exterior insulation. Replacement of windows, doors and cracks will not change this; WATER 2. Federal Americans with Disabilities Act (Accessibility): a. 30% of the building cannot accommodate persons with disabilities; (no elevator to spaces or no access from one staff space to alternative staff space without exiting and re-entering the building.) b. 0% of the Entry Vestibules are adequate in size to meet code for egress or accessibility. Replacing doors and improving finishes will not change this; c. 100% Refurbishment required on Restrooms. Toilet / Fixture count is believed to be too low. Inadequate number of ADA stalls and sinks. Refurbishment will likely result in less stalls per current space, therefore additional restrooms are assumed to be required. d. Drinking fountains do not meet code or accessibility; e. Functionality of elevator is inconsistent and declining. 10/30/2018 Asset Review of Building Envelope & Systems Walking through the Columbia Heights City Hall, we found numerous areas that could prove to be costly in the event of a remodel or upgrade: 1) Electrical service – panels seemed dated and located in public corridors and space. a) Random electrical boxes left unfinished or not fully demolished. Not to code. 2) IT wiring. a) Communication lines randomly cut and left in place, without labeling. Not to code. b) Cabling appears to be antiquated in many cases. Newer cabling could support greater bandwidth. c) Staff noted there have been issues with phones or other communications not working. Cut cables could be the issue. d) Random conduit boxes are left unfinished or not fully demolished. Not to code. e) Some cabling runs appear to not have inadequate support, or run through former plumbing vents or through duct work. Not to code. 3) Mechanical equipment/ductwork – complete system replacement would be invasive, however, likely required to resolve inconsistent heating, cooling and temperature control. a) Demo most of ceiling gridwork/tiles to replace above ceiling equipment will be required. b) Above ceiling diffuser locations do not provide adequate coverage across facility. Relocation may be necessary. c) Return air locations in a number of instances are too close to diffusers, effectively “exhausting heat” before it reaches building occupants. d) Some diffuser locations are too close or too far from thermostat resulting in poor reading. e) If building is renovated, full distribution replacement recommended. This will result in full ceilings replacement, likely also resulting in full lighting and full cabling replacement as well as 3 January 3, 2019 likely and expected refurbishment to fire barriers and removal of above-ceiling vacated equipment. 4) Lighting upgrade – after mechanical upgrades, replacement LED fixtures to be installed. 5) Window replacement; a) Many windows have completely failed. Failed seals in some instances appear to be due to building movement causing the window frame to no longer be rectangular resulting in milky residue left between window panes. b) Leaks on front office equipment (IT and Finance) near windows and in finance directors office was observed. c) Interior and Exterior conditions show inadequate, poor wicking away of water, resulting in migrating water to the interior of the building, and water penetration through brick and block which further deteriorates brick and block. d) Walls around office windows on second floor deteriorating. Not clear if water is still present, damage is evident. 6) Entryway door replacement – doorframe heaved and door cannot be fully opened. Not code compliant. a) Front entrance tiles shifted/breaking and being replaced with concrete. b) Inadequate distance between swinging doors will result in exiting individual being struck by door during exit. Not code compliant. c) Door seals appear to have failed allowing water into the building. 7) Elevator replacement – a) Full elevator replacement is necessary. Equipment is failing and obsolete. b) Existing structural shaft is not large enough; barely big enough to get wheelchair in. Best practice is to be sized to wheelchair and personal care assistance in case of emergency. c) Elevator shaft size increase is required – structural investigation of the ability of the building structure to accommodate this, should be investigated. d) Motor size increase for larger carring capacity will be required – power feeder increase needed. e) Did not view hoistway, however, given age of equipment it is anticipated that drain may not be present or functioning, fire suppression may not be present, venting may not be present and control system likely obsolete. f) IS office (former public safety) floor levels do not support access by the current elevator. To achieve accessibility a second elevator requires entering through a garage stall. This does not meet ADA guidelines. 8) Unusual travel for outside public to different areas within city hall. a) Some areas the public may visit is not adequately accessible (accessibility is currently gained through a conference room). b) Some area of the building is not accessible shall a staff person require access c) Door locking and controls to still enable adequate egress were not investigated but should be. d) Egress analysis to confirm adequate egress width, capacity and functionality was not performed. However, signs on some doors indicated that are not to be used and alternate paths have been identified, however, egress lighting and other support systems may not be in-place adequately. 4 January 3, 2019 9)Water damage; prolific throughout. a)Difficult to distinguish new from resolved conditions however, many conditions appeared to be currently receiving water. b)In basement. Mold growing on sheetrock in multiple areas. c)Ceiling tiles. Mold growing on sheetrock in multiple areas. d)In office space near IT room. AC wall unit leaks down into first level offices. Walls being wet potential for mold growth. Deterioration was observed. e)In former police stairwell over 5-6 electrical junction boxes, water leaks were observed. Some electrical boxes were open. 10)Bricks outside deteriorating and falling from building. a)Brick failure is significant on north side of building. Water infiltration is likely. Did not review structural system, however, exterior wall system appears to be composite CMU/Brick construction without air space, vapor barrier or insulation resulting in transfer of heat and cold without thermal break, transfer of water interior to exterior. b)IT appears by the wall construction that no exterior wall insulation is present. Not code compliant. c)Cinderblocks cracking showing deterioration, movement and water transmission. Due to wall construction, these conditions can be mitigated with products but not resolved due to antiquated exterior wall system, no insultation, vapor barrier or air space. 11)Roof replacement a)Staff noted the project to be scheduled in 2020. Roughly $600K estimated. b)Water standing on roof, not draining correctly. c)Vacated equipment appears to be present (police radio tower and potentially other) and should be removed. d)Cabling is inadequately run across the top of the roof with no protection to either. e)Mechanical curbs appear to be mounted to roof, are exposed wood and not flashed in. These are likely culprits to water infiltration. 12)Odd egress pathways out of basement for employees. No emergency elevator or ground level egress. 13)Stairs a)Seem to vary in height and tread depth. Besides being a Trip hazard for public and personnel, could be not in compliance with code. (some variation is allowable per code. Measurements were not taken but visibly observed). 14)Restrooms a)Full replacement required. Inadequate ADA stalls, inadequate ambulatory stalls, sinks do not meet ADA. One condition included a Drain pipe wrapped (appeared to be asbestos wrapped) which drains directly into public restroom sink. Recommend this condition be tested and preventively protected to eliminate erosion or wrap by sink water. b)No toilet stall count was performed; however, it appears to be inadequate in quantity. Especially during secured office / public events as restrooms in secured staff areas cannot be counted toward serving the need. 5 January 3, 2019 15) Smoke Barriers / Fire Barriers a) Visual observation only occurred, however, some ceiling areas had removed ceiling tiles and observed areas where original ceiling material had been removed, exposing steel structure. Possible that the Fire/smoke compartments have been compromised and are not up to code. b) Areas of partially demo’d systems, including removal of pipes but the hole through walls still remains open, or conduct without box cover. These conditions could be potential fire pathway or hazards and should preventatively, minimally be covered. 16) Microwaves, space heaters and other high draw equipment were plugged into power strips, appear to over-demand the electrical supply. a) Not to electrical code for that many power strips or that equipment supplied from power strip. b) Not sufficient number of receptacles. c) Prolific instances of inadequate power throughout. 17) Employee wrapped heater register. a) Some registers were compromised in order for occupant to control heat (one condition in which staff person self-insulated the radiator to avoid heating during summer.) b) Some registers were compromised as staff indicated that particulate blew from register and compromised equipment below, therefore, register was covered. c) Ventilation system cleanout. Box in front of register in IT setup room to avoid dust/dirt being blown on to equipment. 18) Sauna placed in boxing area. Building not sufficiently designed for that use. 19) Staff noted that random doors lock and can trap employees in areas where the keys or cell phones don’t work. 20) Second floor corridor not ADA width. 21) Showers and drains in old firehouse area not being used. Smells seep into area. 22) Supply and return air duct placements bad for thermostats in Finance department. a) Improper location of air supply or return resulting in inability Can’t keep room warm or cold because air flow doesn’t allow air to hit thermostat. 23) Based upon staff discussion, it has been identified that lower level mechanical room water infiltration had been solved years prior to today with the installation of sump pumps and drain tile. Since that installation, no further water was observed inside, however, the pumps do run continuously and have burned out at a more frequent pace than expected. IF the City chooses to remain in this building, in addition to resolving the preventative and replacement of items above, Leo A Daly recommends the following additional assessments be commissioned: 1. Conditions observed that may require additional egress and exit review 2. Conditions observed that may require Hazardous Materials testing or monitoring 3. Conditions observed that may require Arc Fault Review 4. Other, as determined through review / discussion. Evidence of Water Infiltration Evidence of Water Infiltration Evidence of Inadequate Power Capacity / Wiring Integrity Evidence of Inadequate Power Capacity / Wiring Integrity Multiple Instances of Incomplete Demo of Antiquated Systems Evidence of Inadequate Accessibility Evidence of Exterior Wall Failure Evidence of Roof Inadequacy Evidence of Exterior Wall Failure / Water Intrusion Evidence of Exterior Wall Failure / Water Intrusion FA C I L I T Y C O N D I T I O N A S S E S S M E N T - C O S T S U M M A R Y F O R C A PI T A L M A I N T E N A N C E CL I E N T N A M E IS S U E D A T E : 1 3 - J a n - 1 9 DE P A R T M E N T N A M E / S C O P E RE V I S I O N # 1 : LO C A T I O N RE V I S I O N # 2 : LE O A D L A Y P R O J E C T N U M B E R RE V I S I O N # 3 : TA B L E 1 : F I V E Y E A R N E E D S NO T E : A L L C O S T S R E P R E S E N T 2 0 2 0 D O L L A R S - E S C A L A T I O N T O Y E A R O F B I D D I N G W I L L B E N E C E S S A R Y . A D D I T I O N O F OW N E R S O F T C O S T S N O T I N L C U D E D . LO W PR I O R I T Y 3 RE Q U I R E S W O R K I N 3 - 7 Y E A R S 0.06722019 MI D PR I O R I T Y 2 RE Q U I R E S W O R K 2 - 3 Y E A R S 0.05002020 HI G H PR I O R I T Y 1 RE Q U I R E S W O R K 1 - 2 Y E A R S & A S S E T P R E S E R V A T I O N 0.02702021 CI T Y O F C O L U M B I A H E I G H T S CI T Y H A L L B U I L D I N G A S S E S S M E N T CO L U M B I A H E I G H T S M N PU B - L I C I N S T - 0 0 0 FC I = CA P I T A L M A I N T E N A N C E I D E N T I F I E D I S B A S E D U P O N L I M I T E D C H A N G E O F U S E A N D W O R K N E C E S S A R Y F O R A S S E T P R E S E R VA T I O N AN D / O R M O T H B A L L I N G O N L Y . M O D E R A T E T O A D V A N C E D R E NO V A T I O N W I L L R E Q U I R E A D D I T I O N A L W O R K A N D F U L L RE P L A C E M E N T W I T H M O D E R N S Y S T E M S F R O M S E R V I C E T H R U D IS T R I B U T I O N FA C I L I T Y C O N D I T I O N I N D E X ( F C I ) B Y Y E A R , AS S E U M I N G C A P I T A L I N V E S T M E N T I D E N T I F I E D I N PR E V I O U S Y E A R I S A C H I E V E D I N F U L L . Pa g e 1 BU I L D I N G # 1 - C A P I T A L M A I N T E N A N C E N E E D S B Y P R I O R I T Y Y E A R ME T R I C S SQ U A R E F O O T A G E STO R I E S BU I L D I N G # 1 28 , 9 1 3 2. 2 5 A PE R F O R M A N C E B E Y O N D U S E F U L L I V E 35,000$ 2019 A PE R F O R M A N C E B E Y O N D U S E F U L L I V E 85,000$ 2019 A PE R F O R M A N C E B E Y O N D U S E F U L L I V E 25,000$ 2019 A BE Y O N D U S E F U L L I F E / A D A / C O D E E G R E S S 100,000$ 2019 A AD A / B U I L D I N G C O D E 40,000$ 2019 A BE Y O N D U S E F U L L I F E 20,000$ 2019 A PE R F O R M A N C E B E Y O N D U S E F U L L I V E 175,000$ 2019 A/ E / M PE R F O R M A N C E B E Y O N D U S E F U L L I V E 300,000$ 2019 A BE Y O N D U S E F U L L I F E 665,000$ 2019 A BE Y O N D U S E F U L L I F E 10,043$ 2019 TO T A L C O S T O F P R I O R I T Y L E V E L 1 ( H I G H ) C A P I T A L M A I N T E NA N C E F O R P R E S E R V A T I O N 1,455,043$ A ADA / B U I L D I N G C O D E 400,000$ 2021 A BU I L D I N G C O D E -$ 2021 A PR E S E R V E A S S E T 10,000$ 2021 E LI F E S A F E T Y 70,000$ 2021 E BU I L D I N G C O D E 289,104$ 2021 E BE Y O N D U S E F U L L I V E / C O D E 55,000$ 2021 E EN E R G Y 55,000$ 2021 E LI F E S A F E T Y 55,000$ 2021 E BU I L D I N G C O D E 360,000$ 2021 A AD A / B U I L D I N G C O D E 135,000$ 2021 A GE N M A I N T E N A N C E 35,000$ 2021 A BE Y O N D U S E F U L L I F E 95,000$ 2021 M EN E R G Y 350,000$ 2021 M EN E R G Y 540,000$ 2021 M EN E R G Y 400,000$ 2021 M PE R F O R M A N C E B E Y O N D U S E F U L L I V E -$ 2021 M PE R F O R M A N C E B E Y O N D U S E F U L L I V E -$ 2021 A PE R F O R M A N C E B E Y O N D U S E F U L L I V E 1,841,458$ 2021 A GE N M A I N T E N A N C E 10,000$ 2021 TO T A L C O S T O F P R I O R I T Y L E V E L 2 ( M I D ) C A P I T A L M A I N T E N AN C E F O R P R E S E R V A T I O N 4,761,619$ C/ L BEY O N D U S E F U L L I F E 30,000$ 2023 C/ L BE Y O N D U S E F U L L I F E 15,000$ 2023 C/ L AD A / B U I L D I N G C O D E 24,000$ 2023 A RE N E W A L -$ 2023 A RE N E W A L -$ 2023 A RE N E W A L 360,000$ 2023 TO T A L C O S T O F P R I O R I T Y L E V E L 3 ( L O W ) C A P I T A L M A I N T E N AN C E F O R P R E S E R V A T I O N $429,000 TO T A L C O S T O F P R I O R I T Y L E V E L 1 - 3 C A P I T A L M A I N T E N A N C E F O R P R E S E R V A T I O N $6,645,661 LO W COU N C I L C H A M B E R S R E F U R B I S H M E N T LO W IN T E R I O R P A I N T - R E F U R B I S H M E N T LO W LO W WI N D O W - S I L L R E P L A C E M E N T - B U I L D I N G W I D E MI D PA R K I N G L O T L I G H T I N G - F I X T U R E R E P L A C E M E N T SI D E W A L K / R A M P R E P L A C E M E N T F O R A D A A C C E S S I B I L I T Y HV A C - A I R H A N D L I N G U N I T R E P L A C E M E N T EX T E R I O R C U R T A I N W A L L R E P L A C E M E N T - F O R M E R P O L I C E E N T R Y & C H A M B E R S H A L L W A Y DA T A / I T - D E V I C E R E P L A C E M E N T , F A C I L I T Y W I D E / P A R T I A L D E M O F A C I L I T Y WI D E MI D MI D MI D MI D FI R E C O N T R O L C E N T E R R E P L A C E M E N T HI G H HV A C - P U M P S , P I P I N G , A N D C O I L S R E P L A C E M E N T MI D WA L L & P L A S T E R R E P A I R A T W A T E R M I T I G A T I O N EL E C R I C A L D I S T R I B U T I O N S Y S T E M A N D P A N E L S - P A R T I A L R E P L A C E M E N T MI D LO W MI D HI G H EX T E R I O R B R I C K - J O I N T S E A L A N T S & C A U L K I N G HI G H PA R A P E T C O P I N G J O I N T R E P L A C E M E N T - R O O F R E P L A C E M E N T SI D E W A L K R E P L A C E M E N T S MI L L A N D O V E R L A Y B I T U M I N I O U S P A R K I N G EX T E R I O R E N T R Y D O O R R E P L A C E M E N T S / A L L E G R E S S E N T R I E S HI G H LO W FL O O R M A T E R I A L R E P L A C E M E N T L E V E L RE Q U I R E M E N T N A M E MI D MI D COSTS DI S C I P L I N E CA T E G O R Y MI D EG R E S S & E X I T L I G H T I N G - D E V I C E R E P L A C E M E N T , F A C I L I T Y W I D E HI G H HV A C - D U C T W O R K A N D A I R T E R M I N A L S L E A K I N G / I N C O N S I S T E N T - ( I N C L U D E D I N C E I L I N G R E P L A C E M E N T ) EX T E R I O R B R I C K T U C K P O I N T I N G - A L L O W A N C E EL E V A T O R M O D E R N I Z A T I O N - E L E V 1 ( N O H O I S T W A Y C H A N G E ) EL E C T R I C A L S E R V I C E P A N E L - R E P L A C E M E N T MI D HV A C - B O I L E R S , H E A T E R S , P I P I N G A N D C O I L S R E P L A C E M E N T MI D MI D DUE DATE HI G H EX T E R I O R B R I C K - W A L L R E C O N S T R U C T I O N C O R R E C T M O V E M E N T C O N D I T I O N S - A L L O W A N C E CE I L I N G R E P L A C E M E N T - B U I L D I N G W I D E ( I N C L U D E S A L L A B O V E C E I L I N G I N F R A S T R U C T U R E ) MI D MI D AB A T E M E N T - F A C I L I T Y W I D E O N P I P E S / F L O O R S O T H E R S HI G H PU N C H E D W I N D O W R E P L A C E M E N T - F A C I L I T Y W I D E HI G H HA N D I C A P D O O R O P E R A T O R @ V E S T I B U L E S + C A R D A C C E S S R E P L A C E M E N T LI G H T I N G - E X T E R I O R F A C I L I T Y W I D E & T H O S E N O T R E P L A C E D W C E I L I N G ( A L L W I T H L E D ) HI G H HI G H EX T E R I O R G A R A G E D O O R S - 4 0 T H S T R E E T S I D E O N L Y MI D RE S T R O O M R E F U R B I S H M E N T - F A C I L I T Y W I D E ( E X C E P T @ C O U N C I L CH A M B E R S ) MI D (4 . 5 ) S T A I R T R E A D S / R I S E R S / H A N D R A I L S @ L A N D I N G S C O R R E C T T O C O D E MI D BU I L D I N G W A L L I N S U A T I O N - N O N E P R E S E N T . N O I M M E D I A T E F I X I D E N T I F I E D RO O F R E P L A C E M E N T & I N S U L T A T I O N ( F U L L T E A R O F F & R E M O V A L O F V A C A N T E Q U I P M E N T & P A T C H I N G Pa g e 2 AGENDA SECTION WORK SESSION ITEM NO. MEETING DATE JANUARY 7, 2019 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: UPDATE ON 37th AVENUE FROM 5TH STREET TO CENTRAL AVENUE DEPARTMENT: Public Works : BY/DATE: Kevin Hansen / January 3, 2018 BY/DATE: CITY STRATEGY: #7: Strong Infastructure/Public Services Additional Strategy? N/A SHORT TERM GOAL (IF APPLICABLE): #6 Build On and Expand Collaboration with the School District and Other Public Entities Additional Goal? BACKGROUND: The 2019 MSAS Street Rehabilitation will include 37th Avenue from 5th Street to Central Avenue (TH 65). 37th 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. ANALYSIS/CONCLUSIONS: At the November work session, the Council reviewed pedestrian options along the corridor, including concrete sidewalk, bike lanes striped on-street, and a paved bituminous trail 7-8 feet behind the curb on the north side of the roadway. On December 4th, a joint public open house was held for both Columbia Heights and Minneapolis residents to discuss the proposed street rehabilitation on 37th Avenue, along with pedestrian options. There were over 21 people in attendance, approximately one-third from Columbia Heights. Columbia Heights residents were mailed a postcard about the meeting in early November. A reminder notice and project information sheet was mailed on November 27th. These notices were mailed to property owners and residents (including apartments) within the assessment area. Copies of this notice are attached. At the meeting, the general consensus was that eliminating the parking on the south side of 37th Avenue was a concern for residents, especially between 5th Street and Madison Place. Safety of adding on-street bike lanes with truck traffic was also a concern. A bus/trucking company has purchased the land at the southwest corner of 37th Avenue and 5th Street. Residents in attendance agreed that a 10 foot wide walking and bike trail in the boulevard area on the north side of 37th Avenue was the best option. A 10 foot wide trail is also proposed on the north side of 37th Avenue from Central Avenue to Stinson Boulevard, as part of the 37th Avenue reconstruction project. Due to the low turnout from Columbia Heights residents, staff placed the presentation information on our website, and re-noticed the abutting properties inviting input on the proposed improvements. To date, we have received two additional comments in support of the 10 foot trail, and one in opposition. The respondent opposed the trail for snow shoveling. It should be noted that with a 10 foot trail, staff would provide snow maintenance. WS2 City of Columbia Heights - Council Letter Page 2 STAFF RECOMMENDATION: Consider pedestrian options on 37th Avenue, including a 10 foot paved trail. ATTACHMENT(S): Pubic Invitation for December 4th meeting Project information sheet (2 pages) Second invite and mailing area 37TH AVENUE NE INFORMATIONAL MEETING TUESDAY, DECEMBER 4, 2018 LIBRARY COMMUNITY ROOM, 3939 CENTRAL AVENUE NE Open House: 6:00 PM to 7:00 PM Presentation by Staff: 7:00 PM You are invited to attend an informational meeting at the Columbia Heights Public Library regarding the proposed 2019 Street Rehabilitation project on 37th Avenue NE from 5th Street to Central Avenue. The project consists of milling and overlaying the street and constructing new sidewalk on the north side of 37th Avenue from 5th Street to Quincy Street. The feasibility of restricting parking on one or both sides of the street and adding designated bike lanes, or replacing the sidewalk on the north side of 37th Avenue with a paved trail will also be discussed. Information is provided on the enclosed flyer. An Open House begins at 6:00 PM with city staff from Columbia Heights and Minneapolis. Presentation about the project begins at 7:00 PM. Residents and property owners with questions or seeking additional information are encouraged to attend this important meeting. City of Columbia Heights Engineering Department: 763-706-3700 37TH AVENUE NE INFORMATIONAL MEETING TUESDAY, DECEMBER 4, 2018 LIBRARY COMMUNITY ROOM, 3939 CENTRAL AVENUE NE Open House: 6:00 PM to 7:00 PM Presentation by Staff: 7:00 PM You are invited to attend an informational meeting at the Columbia Heights Public Library regarding the proposed 2019 Street Rehabilitation project on 37th Avenue NE from 5th Street to Central Avenue. The project consists of milling and overlaying the street and constructing new sidewalk on the north side of 37th Avenue from 5th Street to Quincy Street. The feasibility of restricting parking on one or both sides of the street and adding designated bike lanes, or replacing the sidewalk on the north side of 37th Avenue with a paved trail will also be discussed. Information is provided on the enclosed flyer. An Open House begins at 6:00 PM with city staff from Columbia Heights and Minneapolis. Presentation about the project begins at 7:00 PM. Residents and property owners with questions or seeking additional information are encouraged to attend this important meeting. City of Columbia Heights Engineering Department: 763-706-3700 37TH AVENUE NE INFORMATIONAL MEETING TUESDAY, DECEMBER 4, 2018 LIBRARY COMMUNITY ROOM, 3939 CENTRAL AVENUE NE Open House: 6:00 PM to 7:00 PM Presentation by Staff: 7:00 PM You are invited to attend an informational meeting at the Columbia Heights Public Library regarding the proposed 2019 Street Rehabilitation project on 37th Avenue NE from 5th Street to Central Avenue. The project consists of milling and overlaying the street and constructing new sidewalk on the north side of 37th Avenue from 5th Street to Quincy Street. The feasibility of restricting parking on one or both sides of the street and adding designated bike lanes, or replacing the sidewalk on the north side of 37th Avenue with a paved trail will also be discussed. Information is provided on the enclosed flyer. An Open House begins at 6:00 PM with city staff from Columbia Heights and Minneapolis. Presentation about the project begins at 7:00 PM. Residents and property owners with questions or seeking additional information are encouraged to attend this important meeting. City of Columbia Heights Engineering Department: 763-706-3700 37th Ave NE just west of Quincy St. NE, looking west 2019—37th St NE Resurfacing Project In 2019, the City of Columbia Heights and the City of Minneapolis are partnering to resurface 37th Ave NE, from 5th St NE to Central Ave NE. 37th Ave NE is the border between the two cities and each city owns half of the street – Columbia Heights owns the north half and Minneapolis owns the south half. This project is a continuation of the 2018 resurfacing that occurred from Main St NE to 5th St NE. Part of the 2019 project includes exploring how to include a bicycle facility along this section of 37th Ave NE. This project will include the following elements: •Street resurfacing work on 37th Ave NE between 5th St NE and Central Ave NE. ▫Resurfacing work removes the top layer of asphalt driving surface on a street and puts on a new layer of asphalt. •Replacing small sections of curb and gutter, where needed. •Replacing and upgrading ADA ramps, where needed. •Resurfacing work that offers an opportunity to add on-street bicycle facilities. ▫Columbia Heights and Minneapolis are jointly exploring design alternatives for a bicycle facility in the project area. •Columbia Heights will be adding a pedestrian facility along the north side of the street. ▫There is currently no existing sidewalk along most of project area on the north side of the street. ▫Columbia Heights is exploring design options for the pedestrian facility. They are considering a standard sidewalk as well as a multi-use trail. Assessments •Both cities assess for resurfacing projects. •However, each City has its own assessment policy. Please speak with City staff for more details. Bicycle Facility Options Columbia Heights and Minneapolis are exploring three options to include a bicycle facility along 37th Ave NE between University Ave. NE and Central Ave NE (see other side). Questions? Contact Liz Heyman at liz.heyman@minneapolismn.gov or 612-673-2460 This project is on the border of Minneapolis and Columbia Heights. UN I V E R S I T Y A V E N E UN I V E R S I T Y A V E N E CE N T R A L A V E N E CE N T R A L A V E N E 37TH AVE NE37TH AVE NE Mis s i s s i p p i R e g i o n a l T r a i l BNSF YARDS BNSF YARDS PROJECT - 37TH AVE NE - LOCATION 44TH AVE NE A bicycle facility on 37th Avenue will provide a safe and convenient connection to the Mississippi River Trail System for residents in Southern Columbia Heights and Northeast Minneapolis. 44th Ave is the only existing bicycle connection from Columbia Heights to the Mississippi River Trail System. Why include a bicycle facility along 37th Ave NE? First, the installation of a bicycle facility along 37th Ave NE will provide an important connection to the Mississippi River Trail System. Residents of Columbia Heights, and residents living in the very northeast corner of Minneapolis, are separated from the Mississippi River, and its recreational amenities, by a large rail yard. Installing a bicycle facility will provide these residents a safe and convenient route to access the Mississippi River. Furthermore, it will connect to the planned bicycle facility that will be installed when 37th Ave NE between Central Ave NE and Stinson Ave NE is reconstructed. That project is currently planned for 2023. *Project is contingent on grant funding. Notification of grant awards will occur in early 2019. ´ SAINT ANTHONY PARKWA Y Existing Bicycle NetworkProject Location 2018 Resurfacing 2023 Reconstruction* 9’11’11’9’8’11’11’5’5’ 6’11’11’6’3’3’9’11’11’9’10’ Questions? Contact Liz Heyman at liz.heyman@minneapolismn.gov or 612-673-2460 Existing: No Bicycle Facilities, Parking on Both Sides PARKING PARKINGTRAVEL LANE TRAVEL LANE TRAVEL LANE TRAVEL LANE TRAVEL LANE TRAVEL LANE MULTIUSE TRAIL BIKE LANE BIKE LANE Option 1: Standard Bicycle Lanes, Parking Removal on One Side Option 2: Buffered Bicycle Lanes, Parking Removal on Both Sides Option 3: Shared Use Trail, Parking on Both Sides 37th Ave NE Bicycle Facility Options PARKING PARKING BIKE LANE + BUFFER BIKE LANE + BUFFER TRAVEL LANE TRAVEL LANE PARKING INFORMATIONAL MEETING UPDATE On Tuesday, December 4th, a meeting was held to discuss the proposed project on 37th Avenue NE from 5th Street to Central Avenue. The project consists of milling and overlaying the bituminous pavement and constructing new sidewalk from 5th Street to Quincy Street. The feasibility of restricting parking on one or both sides of the street and adding bike lanes, or constructing a paved trail on the north side of 37th Avenue was also discussed. Project information is posted on the City of Columbia Heights website. Option 3 was the most popular option at the meeting. This includes constructing a new 10’ wide multi-purpose bituminous trail in the boulevard area on the north side of 37th Avenue. With this option, on- street parking would remain as is. We invite you to provide comments or input on either the proposed on- street bike lanes or multi-purpose walking/biking trail in the boulevard area–contact the Engineering Department at 763-706-3700 or by email at publicworks@columbiaheightsmn.gov no later than January 4, 2019. INFORMATIONAL MEETING UPDATE On Tuesday, December 4th, a meeting was held to discuss the proposed project on 37th Avenue NE from 5th Street to Central Avenue. The project consists of milling and overlaying the bituminous pavement and constructing new sidewalk from 5th Street to Quincy Street. The feasibility of restricting parking on one or both sides of the street and adding bike lanes, or constructing a paved trail on the north side of 37th Avenue was also discussed. Project information is posted on the City of Columbia Heights website. Option 3 was the most popular option at the meeting. This includes constructing a new 10’ wide multi-purpose bituminous trail in the boulevard area on the north side of 37th Avenue. With this option, on- street parking would remain as is. We invite you to provide comments or input on either the proposed on- street bike lanes or multi-purpose walking/biking trail in the boulevard area–contact the Engineering Department at 763-706-3700 or by email at publicworks@columbiaheightsmn.gov no later than January 4, 2019. INFORMATIONAL MEETING UPDATE On Tuesday, December 4th, a meeting was held to discuss the proposed project on 37th Avenue NE from 5th Street to Central Avenue. The project consists of milling and overlaying the bituminous pavement and constructing new sidewalk from 5th Street to Quincy Street. The feasibility of restricting parking on one or both sides of the street and adding bike lanes, or constructing a paved trail on the north side of 37th Avenue was also discussed. Project information is posted on the City of Columbia Heights website. Option 3 was the most popular option at the meeting. This includes constructing a new 10’ wide multi-purpose bituminous trail in the boulevard area on the north side of 37th Avenue. With this option, on- street parking would remain as is. We invite you to provide comments or input on either the proposed on- street bike lanes or multi-purpose walking/biking trail in the boulevard area–contact the Engineering Department at 763-706-3700 or by email at publicworks@columbiaheightsmn.gov no later than January 4, 2019. INFORMATIONAL MEETING UPDATE On Tuesday, December 4th, a meeting was held to discuss the proposed project on 37th Avenue NE from 5th Street to Central Avenue. The project consists of milling and overlaying the bituminous pavement and constructing new sidewalk from 5th Street to Quincy Street. The feasibility of restricting parking on one or both sides of the street and adding bike lanes, or constructing a paved trail on the north side of 37th Avenue was also discussed. Project information is posted on the City of Columbia Heights website. Option 3 was the most popular option at the meeting. This includes constructing a new 10’ wide multi-purpose bituminous trail in the boulevard area on the north side of 37th Avenue. With this option, on- street parking would remain as is. We invite you to provide comments or input on either the proposed on- street bike lanes or multi-purpose walking/biking trail in the boulevard area–contact the Engineering Department at 763-706-3700 or by email at publicworks@columbiaheightsmn.gov no later than January 4, 2019. AGENDA SECTION WORK SESSION ITEM NO. MEETING DATE JANUARY 7, 2019 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: UPDATE ON 2018 INFRASTUCTURE GRANT APPLICATIONS DEPARTMENT: Public Works BY/DATE: Kevin Hansen / January 3, 2018 BY/DATE: CITY STRATEGY: #7: Strong Infastructure/Public Services Additional Strategy? #2: Economic Strength SHORT TERM GOAL (IF APPLICABLE): #6 Build On and Expand Collaboration with the School District and Other Public Entities Additional Goal? BACKGROUND: City staff applied for grant funding through state agencies for four (4) infrastructure projects: 1.37th Avenue Reconstruction from Central Avenue to Stinson Boulevard (Regional Solicitation) 2.Central Avenue Safety Improvements from 43rd to 47th Avenues (Regional Solicitation and HSIP) 3.53rd Avenue Traffic Improvements from Central Avenue to Medtronic/Target west entrances (HSIP) 4.Silver Lake Boat Landing Storm Water Pond Reconstruction (DNR PSIG) Each of these project applications followed (or continued) previous applications that were unsuccessful. ANALYSIS/CONCLUSIONS: Met Council’s Regional Solicitation Program and MnDOT’s Highway Safety Improvement Program (HSIP) are federal funded programs on 2-year cycles. In 2018, 136 projects were submitted through the Regional Solicitation process for approximately $200 million in available federal funds. Twenty-one projects were submitted under the 2018 HSIP program for approximately $13.5 million in federal funds. Regional Solicitation: all applications have been scored by Met Council and sent to the TAC for funding recommendations to the TAB. The TAB will make the final funding determination this month. The scoring tabulations are attached. HSIP: all applications have been scored and the TAC has recommended funding levels for the TAB. Details for our two submitted projects are as follows: 1.37th Avenue Reconstruction from Central Avenue to Stinson Boulevard (Regional Solicitation): This project scored 4th out of 15 applications. The funding request supported $7 million of a $9.8 million dollar (total) project. This was a joint application with the City of Minneapolis. The City previously applied unsuccessfully to two other grant programs in 2016. In the last two grant rounds, the top 16 applications were funded in 2016 and the top 8 in 2014 in this category. 2.Central Avenue Safety Improvements from 43rd to 47th Avenues (Regional Solicitation and HSIP): This project scored 5th out of 12 applications. The funding request supported $1 million of a $1.8 million dollar (total) project (pedestrian applications are capped at $1 million under Regional Solicitation). This application was the next segment of the identical project completed in 2017 from WS3 City of Columbia Heights - Council Letter Page 2 47th to 51st Avenues. The HSIP application scored 20th out of 21 applications and did not receive funding. In the last two grant rounds, the top six applications were funded in 2016 and the top three in 2014 in this category. 3.53rd Avenue Traffic Improvements from Central Avenue to Medtronic/Target west entrances (HSIP): This project scored 8th out of 21 applications and has been recommended for 2023 funding. The funding request supported $730,000 of an $812,000 dollar project. This was a joint application with the City of Fridley. The City previously applied unsuccessfully to two other grant programs in 2016. 4.Silver Lake Boat Landing Storm Water Pond Reconstruction (DNR PSIG): Staff was informed in July of this year that this project received funding: On June 28, 2018, the Minnesota Pollution Control Agency (MPCA) certified Columbia Height’s Silver Lake Boat Landing Pond Improvement project to the Public Facilities Authority (PFA) for eligibility for funding through the Point Source Implementation Grant (PSIG) program. Based on the project’s priority on the MPCA priority list and the certification date, your project is in fundable range for a PSIG grant from funds appropriated for the PSIG program by the 2018 Legislature. However, rather than using state general obligation bonds as the source of funds, the Legislature authorized the sale of appropriation bonds to be repaid from the Environmental Trust Fund. Minnesota Management and Budget (MMB) has informed us that, due to complications related to selling these bonds, they do not expect to be able to sell the appropriation bonds until sometime this fall. MMB’s bond sale must occur so the PFA has funds for the Columbia Heights PSIG grant. At this time the PFA recommends that the City wait to proceed with bidding and construction of the project until the funding situation is clarified. In October this update was provided: The PFA has been informed by Minnesota Management and Budget (MMB) that the anticipated bond sale has been delayed in light of the lawsuit that has been brought against the state challenging the constitutionality of using the Environmental Trust Fund to support appropriation bonds. Per MMB, plans to conduct a bond sale are delayed for the time being and until the litigation is resolved. When available, this grant will support $260,000 of the $325,000 project cost. The City has previously applied unsuccessfully to three other grant programs since 2014. STAFF RECOMMENDATION: None – informational update. ATTACHMENT(S): Regional Solicitation Scoring (2) HSIP Scoring and Funding Recommendations. AGENDA SECTION ITEM NO. MEETING DATE JANUARY 7, 2019 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Amending City Code of 2005 relating to Brewer Taprooms and Brew Pubs within the City of Columbia Heights. DEPARTMENT: Community Development BY/DATE: Elizabeth Hammond, January 3, 2019 BY/DATE: CITY STRATEGY: #2: Economic Strength Additional Strategy? #5: Diverse, Welcoming "Small-Town" Feel SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? N/A BACKGROUND: Staff proposes to change the definition of “Brew Pub”, which is identified in the City’s Zoning Ordinance. The proposed change would remove the barrel production limits currently called out in the definition. In addition, a Specific Development Standard is proposed to be added to the existing standards, which guide the operation of Brewer Taprooms and Brew Pubs. The new standard would require that the facility adheres to all building and fire codes, and that the facility is licensed as required by the State of Minnesota and Anoka County. Staff proposes to remove the barrel production limits, which are currently imposed on Brewer Taprooms. A Brewer Taproom is currently permitted in the General Business District with a limit of 3,500 barrels of malt liquor a year. Removing this limit could make it easier for a brewery to locate and continue operating in the City. In addition, it could be difficult for staff to accurately track. Finally, Brewer Taprooms are currently permitted in the Central Business District. Staff proposes to remove Brewer Taprooms and Brew Pubs as a permitted use in the Central Business District, and change these uses to a conditional use in the Central Business District. Due to the nature of the uses, and the fact that the Central Business District is a relatively small area with smaller lot sizes, and adjacent to residential areas, staff proposes to require a Conditional Use Permit to mitigate any potential impacts to the surrounding area. STAFF RECOMMENDATION: Unless further changes to the proposed Ordinance are requested by the City Council, staff will bring Ordinance No. 1654 for formal consideration back to the council in February. The proposed Ordinance is attached for review. ATTACHMENTS: 1.Ordinance No. 1654 WORK SESSION WS4 Ordinance No. 1654 ORDINANCE NO. 1654 BEING AN ORDINANCE AMENDING CITY CODE OF 2005 RELATING TO BREWER TAPROOMS AND BREW PUBS WITHIN THE CITY OF COLUMBIA HEIGHTS The City of Columbia Heights does ordain: Section 1 9.103 City Code of 2005, as it currently reads is amended as follows: BREW PUB. A restaurant that conducts the retail of on-sale malt liquor consumed and brewed on the premise. and who manufactures less than 3,500 barrels of malt liquor a year. 9.103 City Code of 2005 is hereby amended to read as follows: BREW PUB. A restaurant that conducts the retail of on-sale malt liquor consumed and brewed on the premise. Section 2 9.107 (53) City Code of 2005, is amended to add the following Specific Development Standard, and shall hereafter read as follows to wit: Brewer Taprooms and Brew Pubs. (a)All malt liquor production shall be within a completely enclosed structure. (b)Mechanical equipment shall be placed and/or screened so as to minimize the visual impact on adjacent properties and from public streets. (c)In zoning districts where off-street parking is required, a transportation management plan shall be submitted to address off-street parking, bus and freight loading, and traffic control. (d)Loading areas shall not be oriented toward a public street, nor shall loading docks be located on the side of any building facing an adjacent lot that is zoned residential. Where these districts or streets abut all sides of the property, the loading areas shall be screened by a solid wall or opaque fence with a minimum height of six feet, in addition to any required landscape buffer. (e)Trash and/or recycling collection areas shall be enclosed on at least three sides by an opaque screening wall or fence no less than six feet in height. The open side of the enclosure shall not face any public street or the front yard of any adjacent property. (f)By-products and waste from the production of malt liquor shall be properly disposed of off the property. (g)The premises, all adjacent streets, sidewalks and alleys, and all sidewalks and alleys within 100 feet of the use shall be inspected regularly for the purposes of removing litter found thereon. (h)The facility shall meet all applicable building and fire codes, and be licensed as required, by the State of Minnesota or Anoka County. Section 3 9.110 (E) (2) City Code of 2005, as it currently reads is amended as follows: (E)GB, General Business District. (1)Purpose. The purpose of the GB General Business District is to provide appropriate locations for general retail sales, services and other commercial developments that benefit from their proximity to other City of Columbia Heights - Ordinance Page 2 commercial uses. These areas are located away from residential neighborhoods, along arterial roadways and are accessible primarily by automobile. (2)Permitted uses. Except as specifically limited herein, the following uses are permitted within the GB, General Business District: (a)Community center. (b)Government office. (c)Government protective service facility. (d)Public park and/or playground. (e)Recreational facility, indoor. (f)Recreational facility, outdoor. (g)School, vocational or business. (h)School, performing/visual/martial arts. (i)Auditorium/place of assembly. (j)Automobile convenience facility. (k)Automobile and motorcycle repair, minor. (l)Banquet hall. (m)Billiards hall. (n)Bowling alley. (o)Car wash. (p)Clinic, medical or dental. (q)Clinic, veterinary. (r)Day care facility, adult or child. (s)Financial institution. (t)Food service, convenience (fast food). (u)Food service, limited (coffee shop/deli). (v)Food service, full service (restaurant/nightclub). City of Columbia Heights - Ordinance Page 3 (w)Funeral home. (x)Greenhouse/garden center. (y)Health or fitness club. (z)Hotel/motel. (aa) Laboratory, medical. (bb) Liquor store, off-sale. (cc)Museum or gallery. (dd)Office. (ee) Retail sales. (ff) Service, professional. (gg) Shopping center. (hh) Studio, professional. (ii)Studio, radio and television. (jj) Theater, live performance. (kk) Theater, movie. (ll)Motor vehicle parts store. (mm)Brewer taproom, not exceeding 3,500 barrels of malt liquor a year. (nn) Brew pub. 9.110 (E ) (2) City Code of 2005, is hereby amended to read as follows: (E)GB, General Business District. (1)Purpose. The purpose of the GB General Business District is to provide appropriate locations for general retail sales, services and other commercial developments that benefit from their proximity to other commercial uses. These areas are located away from residential neighborhoods, along arterial roadways and are accessible primarily by automobile. (2)Permitted uses. Except as specifically limited herein, the following uses are permitted within the GB, General Business District: (a)Community center. City of Columbia Heights - Ordinance Page 4 (b)Government office. (c)Government protective service facility. (d)Public park and/or playground. (e)Recreational facility, indoor. (f)Recreational facility, outdoor. (g)School, vocational or business. (h)School, performing/visual/martial arts. (i)Auditorium/place of assembly. (j)Automobile convenience facility. (k)Automobile and motorcycle repair, minor. (l)Banquet hall. (m)Billiards hall. (n)Bowling alley. (o)Car wash. (p)Clinic, medical or dental. (q)Clinic, veterinary. (r)Day care facility, adult or child. (s)Financial institution. (t)Food service, convenience (fast food). (u)Food service, limited (coffee shop/deli). (v)Food service, full service (restaurant/nightclub). (w)Funeral home. (x)Greenhouse/garden center. (y)Health or fitness club. (z)Hotel/motel. (aa) Laboratory, medical. City of Columbia Heights - Ordinance Page 5 (bb) Liquor store, off-sale. (cc)Museum or gallery. (dd)Office. (ee) Retail sales. (ff) Service, professional. (gg) Shopping center. (hh) Studio, professional. (ii)Studio, radio and television. (jj) Theater, live performance. (kk) Theater, movie. (ll)Motor vehicle parts store. (mm)Brewer taproom (nn) Brew pub. Section 4 9.110 (F) (2) and (3) City Code of 2005, as it currently reads is amended as follows: (F)CBD, Central Business District. (1)Purpose. The purpose of the CBD, Central Business District is to provide for the development and redevelopment of the established downtown core, including a mix of retail, financial, office, service and entertainment uses. Residential units are allowed within this district when located above a first floor commercial use. (2)Permitted uses. Except as specifically limited herein, the following uses are permitted within the CBD, Central Business District: (a)Multiple-family residential, when located above a first floor commercial use. (b)Community center. (c)Government offices. (d)Government protective services facility. (e)Public parks and/or playgrounds. (f)Recreational facility, indoor. (g)Recreational facility, outdoor. (h)School, vocational or business. (i)School, performing/visual/martial arts. (j)Auditorium/place of assembly. City of Columbia Heights - Ordinance Page 6 (k)Banquet hall. (l)Billiards hall. (m)Bowling alley. (n)Clinic, medical or dental. (o)Clinic, veterinary. (p)Licensed day care facility, adult or child. (q)Financial institution. (r)Food service, convenience (fast food). (s)Food service, limited (coffee shop/deli). (t)Food service, full service (restaurant/nightclub). (u)Health or fitness center. (v)Hotel or motel. (w)Laboratory, medical. (x)Liquor store, off-sale. (y)Museum or gallery. (z)Office. (aa) Retail sales. (bb) Service, professional. (cc)Studio, professional. (dd)Studio, radio or televisions. (ee) Theater, live performance. (ff) Theater, movie. (gg) Brewer taproom, not exceeding 3,500 barrels of malt liquor a year. (hh) Brew pub. (3)Conditional uses. Except as specifically limited herein, the following uses may be allowed in the CBD, Central Business District, subject to the regulations set forth for conditional uses in § 9.104, Administration and Enforcement, and the regulations for specific uses set forth in § 9.107, Specific Development Standards: (a)Arcade. (b)Outdoor sales and/or display. (c)Outdoor storage. (d)Parking ramp. (e)Club or lodge. (f)Fences greater than six feet in height. 9.110 (F) (2) and (3) City Code of 2005, is hereby amended to read as follows: (F)CBD, Central Business District. (1)Purpose. The purpose of the CBD, Central Business District is to provide for the development and redevelopment of the established downtown core, including a mix of retail, financial, office, service and entertainment uses. Residential units are allowed within this district when located above a first floor City of Columbia Heights - Ordinance Page 7 commercial use. (2)Permitted uses. Except as specifically limited herein, the following uses are permitted within the CBD, Central Business District: (a)Multiple-family residential, when located above a first floor commercial use. (b)Community center. (c)Government offices. (d)Government protective services facility. (e)Public parks and/or playgrounds. (f)Recreational facility, indoor. (g)Recreational facility, outdoor. (h)School, vocational or business. (i)School, performing/visual/martial arts. (j)Auditorium/place of assembly. (k)Banquet hall. (l)Billiards hall. (m)Bowling alley. (n)Clinic, medical or dental. (o)Clinic, veterinary. (p)Licensed day care facility, adult or child. (q)Financial institution. (r)Food service, convenience (fast food). (s)Food service, limited (coffee shop/deli). (t)Food service, full service (restaurant/nightclub). (u)Health or fitness center. (v)Hotel or motel. (w)Laboratory, medical. (x)Liquor store, off-sale. (y)Museum or gallery. (z)Office. (aa) Retail sales. (bb) Service, professional. (cc)Studio, professional. (dd)Studio, radio or televisions. (ee) Theater, live performance. (ff) Theater, movie. (3)Conditional uses. Except as specifically limited herein, the following uses may be allowed in the CBD, Central Business District, subject to the regulations set forth for conditional uses in § 9.104, Administration and Enforcement, and the regulations for specific uses set forth in § 9.107, Specific Development Standards: (a)Arcade. (b)Outdoor sales and/or display. City of Columbia Heights - Ordinance Page 8 (c)Outdoor storage. (d)Parking ramp. (e)Club or lodge. (f)Fences greater than six feet in height. (g)Brewer taproom (h)Brew pub. Section 5 This ordinance shall be in full force and effect from and after 30 days after its passage. First Reading: Offered by: Seconded by: Roll Call: Second Reading: Offered by: Seconded by: Roll Call: Date of Passage: Donna Schmitt, Mayor Attest: Katie Bruno, City Clerk/Council Secretary AGENDA SECTION ITEM NO. MEETING DATE JANUARY 7, 2019 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Amending City Code of 2005 relating to Community Centers, Banquet Halls, and Recreational Facilities (Indoor and Outdoor) within the City of Columbia Heights. DEPARTMENT: Community Development BY/DATE: Elizabeth Hammond, January 2, 2019 BY/DATE: CITY STRATEGY: #1; Safe Community Additional Strategy? #5: Diverse, Welcoming "Small-Town" Feel SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? N/A BACKGROUND: Staff proposes to add two definitions to the zoning Ordinance, defining Banquet Halls and Recreational Facilities (Indoor and Outdoor). Currently these uses are called out in the Ordinance as permitted uses; however, they are not defined. In addition, a Specific Development Standard is proposed to be added, which would guide the operation of Banquet Halls. Community Centers and Recreational Facilities already have Specific Development Requirements called out in the City’s Ordinance. Finally, staff has proposed to remove Community Centers, Recreational Facilities, and Banquet Halls as permitted uses in the General Business and Central Business Zoning District. These uses would be changed to Conditional Uses (which would still be allowed) in both the General Business and Central Business Zoning District. These uses are proposed to be changed to conditional uses, due to the nature of these uses, and potential impacts on surrounding property. STAFF RECOMMENDATION: Staff recommends that Community Centers, Recreational Facilities, and Banquet Halls be changed to from permitted uses to conditional uses in the General Business Zoning District, and Central Business District. Staff recommends that a definition be added to the Zoning Ordinance that would define Banquet Halls and Recreational Facilities. Finally staff proposes that a list of Specific Development Standards be added to the Zoning Ordinance, to guide the operation of such facilities. Unless further changes to the proposed Ordinance are requested by the City Council, staff will bring Ordinance No. 1653 for formal consideration back to the council in February. The proposed Ordinance is attached for review. ATTACHMENTS: 1.Ordinance No. 1653 WORK SESSION WS5 Ordinance No. 1653 ORDINANCE NO. 1653 BEING AN ORDINANCE AMENDING CITY CODE OF 2005 RELATING TO COMMUNITY CENTERS, BANQUET HALLS, AND RECREATIONAL FACILITIES (INDOOR AND OUTDOOR) WITHIN THE CITY OF COLUMBIA HEIGHTS The City of Columbia Heights does ordain: Section 1 9.103 City Code of 2005, is amended to add the following definitions, and shall hereafter read as follows, to wit: Banquet Hall. A building for the purpose of hosting a party, banquet, wedding, reception or other social events. Recreational Facility (Indoor and Outdoor). Clubhouses, swimming pools, tennis courts, trails and similar facilities used by the general public for exercise, sports, or entertainment. Section 2 9.107 (C) City Code of 2005, is amended to add the following Specific Development Standard, and shall hereafter read as follows, to wit: Banquet Hall. (a)To the extent practical, new construction or additions to existing buildings shall be complementary and compatible with the scale and character of the surroundings and exterior materials shall be compatible with those used in the immediate neighborhood. (b)An appropriate transition area between the use and adjacent property shall be provided by landscaping, screening and other site improvements consistent with the character of the community. (c)The facility shall meet all applicable building and fire codes and be licensed as required, by the State of Minnesota or Anoka County. (d)A transportation management plan shall be submitted to address off-street parking, bus loading and unloading, traffic control, and the impact of the facility on surrounding roadways. (e)The premises, all adjacent streets, sidewalks and alleys, and all sidewalks and alleys within 100 feet of the use shall be inspected regularly for the purposes of removing any litter found thereon. (f)Music or amplified sounds shall not be audible from adjacent residential uses. Section 3 9.110 (E ) (2) of City Code as it currently reads is amended as follows: (E)GB, General Business District. (2)Permitted uses. Except as specifically limited herein, the following uses are permitted within the GB, General Business District: (a)Community center. (b)Government office. (c)Government protective service facility. (d)Public park and/or playground. (e)Recreational facility, indoor. (f)Recreational facility, outdoor. (g)School, vocational or business. (h)School, performing/visual/martial arts. City of Columbia Heights - Ordinance Page 2 (i)Auditorium/place of assembly. (j)Automobile convenience facility. (k)Automobile and motorcycle repair, minor. (l)Banquet hall. (m)Billiards hall. (n)Bowling alley. (o)Car wash. (p)Clinic, medical or dental. (q)Clinic, veterinary. (r)Day care facility, adult or child. (s)Financial institution. (t)Food service, convenience (fast food). (u)Food service, limited (coffee shop/deli). (v)Food service, full service (restaurant/nightclub). (w)Funeral home. (x)Greenhouse/garden center. (y)Health or fitness club. (z)Hotel/motel. (aa) Laboratory, medical. (bb) Liquor store, off-sale. (cc)Museum or gallery. (dd)Office. (ee) Retail sales. (ff) Service, professional. (gg) Shopping center. (hh) Studio, professional. (ii)Studio, radio and television. (jj) Theater, live performance. (kk) Theater, movie. (ll)Motor vehicle parts store. (mm)Brewer taproom, not exceeding 3,500 barrels of malt liquor a year. (nn) Brew pub. 9.110 (E ) (2) and (3) of City Code is hereby amended to read as follows: (E)GB, General Business District. (2)Permitted uses. Except as specifically limited herein, the following uses are permitted within the GB, General Business District: (a)Government office. (b)Government protective service facility. (c)Public park and/or playground (d)School, vocational or business. (e)School, performing/visual/martial arts. (f)Auditorium/place of assembly. (g)Automobile convenience facility. (h)Automobile and motorcycle repair, minor. City of Columbia Heights - Ordinance Page 3 (i)Billiards hall. (j)Bowling alley. (k)Car wash. (l)Clinic, medical or dental. (m)Clinic, veterinary. (n)Day care facility, adult or child. (o)Financial institution. (p)Food service, convenience (fast food). (q)Food service, limited (coffee shop/deli). (r)Food service, full service (restaurant/nightclub). (s)Funeral home. (t)Greenhouse/garden center. (u)Health or fitness club. (v)Hotel/motel. (w)Laboratory, medical. (x)Liquor store, off-sale. (y)Museum or gallery. (z)Office. (aa) Retail sales. (bb) Service, professional. (cc)Shopping center. (dd)Studio, professional. (ee) Studio, radio and television. (ff) Theater, live performance. (gg) Theater, movie. (hh) Motor vehicle parts store. (ii)Brewer taproom, not exceeding 3,500 barrels of malt liquor a year. (jj) Brew pub. (3)Conditional uses. Except as specifically limited herein, the following uses may be allowed in the GB, General Business District, subject to the regulations set forth for conditional uses in § 9.104, Administration and Enforcement, and the regulations for specific uses set forth in § 9.107, Specific Development Standards: (a)Community Center. (b)Recreational Facility (Indoor and Outdoor). (c)Banquet Hall. (d)Government maintenance facility. (e)Arcade. (f)Automobile and motorcycle sales/rental, new. (g)Automobile and motorcycle sales, used (in building). (h)Recreational vehicle sales, new. (i)Recreational vehicle sales, used (in building). (j)Firearms dealer/shooting range. (k)Hospital. (l)Outdoor sales or display. (m)Outdoor storage. (n)Parking ramp. City of Columbia Heights - Ordinance Page 4 (o)Assembly, manufacturing and/or processing. (p)Printing and/or publishing. (q)Consignment/secondhand store. (r)Club or lodge. (s)Currency exchange. (t)Pawnshop. (u)Drop-in facility. (v)Fences greater than six feet in height. (w)Animal kennel and/or shelter. (x)Precious metal dealerships. Section 4 9.110 (F) (2) of City Code as it currently reads is amended as follows: (F)CBD, Central Business District. (2)Permitted uses. Except as specifically limited herein, the following uses are permitted within the CBD, Central Business District: (a)Multiple-family residential, when located above a first floor commercial use. (b)Community center. (c)Government offices. (d)Government protective services facility. (e)Public parks and/or playgrounds. (f)Recreational facility, indoor. (g)Recreational facility, outdoor. (h)School, vocational or business. (i)School, performing/visual/martial arts. (j)Auditorium/place of assembly. (k)Banquet hall. (l)Billiards hall. (m)Bowling alley. (n)Clinic, medical or dental. (o)Clinic, veterinary. (p)Licensed day care facility, adult or child. (q)Financial institution. (r)Food service, convenience (fast food). (s)Food service, limited (coffee shop/deli). (t)Food service, full service (restaurant/nightclub). (u)Health or fitness center. (v)Hotel or motel. (w)Laboratory, medical. (x)Liquor store, off-sale. (y)Museum or gallery. (z)Office. (aa) Retail sales. (bb) Service, professional. (cc)Studio, professional. City of Columbia Heights - Ordinance Page 5 (dd)Studio, radio or televisions. (ee) Theater, live performance. (ff) Theater, movie. (gg) Brewer taproom, not exceeding 3,500 barrels of malt liquor a year. (hh) Brew pub. (3)Conditional uses. Except as specifically limited herein, the following uses may be allowed in the CBD, Central Business District, subject to the regulations set forth for conditional uses in § 9.104, Administration and Enforcement, and the regulations for specific uses set forth in § 9.107, Specific Development Standards: (a)Arcade. (b)Outdoor sales and/or display. (c)Outdoor storage. (d)Parking ramp. (e)Club or lodge. (f)Fences greater than six feet in height. 9.110 (E ) (2) and (3) of City Code is hereby amended to read as follows: (F)CBD, Central Business District. (2)Permitted uses. Except as specifically limited herein, the following uses are permitted within the CBD, Central Business District: (a)Multiple-family residential, when located above a first floor commercial use. (c)Government offices. (d)Government protective services facility. (e)Public parks and/or playgrounds. (h)School, vocational or business. (i)School, performing/visual/martial arts. (j)Auditorium/place of assembly. (l)Billiards hall. (m)Bowling alley. (n)Clinic, medical or dental. (o)Clinic, veterinary. (p)Licensed day care facility, adult or child. (q)Financial institution. (r)Food service, convenience (fast food). (s)Food service, limited (coffee shop/deli). (t)Food service, full service (restaurant/nightclub). (u)Health or fitness center. (v)Hotel or motel. (w)Laboratory, medical. (x)Liquor store, off-sale. (y)Museum or gallery. (z)Office. (aa) Retail sales. (bb) Service, professional. (cc)Studio, professional. (dd)Studio, radio or televisions. City of Columbia Heights - Ordinance Page 6 (ee) Theater, live performance. (ff) Theater, movie. (gg) Brewer taproom, not exceeding 3,500 barrels of malt liquor a year. (hh) Brew pub. (3)Conditional uses. Except as specifically limited herein, the following uses may be allowed in the CBD, Central Business District, subject to the regulations set forth for conditional uses in § 9.104, Administration and Enforcement, and the regulations for specific uses set forth in § 9.107, Specific Development Standards: (a)Arcade. (b)Outdoor sales and/or display. (c)Outdoor storage. (d)Parking ramp. (e)Club or lodge. (f)Fences greater than six feet in height. (g)Community Center. (h)Recreational Facility (Indoor/Outdoor). (i)Banquet Hall. Section 5 This ordinance shall be in full force and effect from and after 30 days after its passage. First Reading: Offered by: Seconded by: Roll Call: Second Reading: Offered by: Seconded by: Roll Call: Date of Passage: Donna Schmitt, Mayor Attest: Katie Bruno, City Clerk/Council Secretary AGENDA SECTION ITEM NO. MEETING DATE JANUARY 7TH, 2019 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: 2020 Census Planning and Creation of a Complete Count Committee DEPARTMENT: Community Development BY/DATE: Elizabeth Hammond, December 28, 2018 BY/DATE: CITY STRATEGY: #8: Engaged, Multi-Generational Population Additional Strategy? #7: Strong Infastructure/Public Services SHORT TERM GOAL (IF APPLICABLE): #6 Build On and Expand Collaboration with the School District and Other Public Entities Additional Goal? #7 Develop and Implement Strategies to Support Volunteerism Within the Community BACKGROUND: The Constitution mandates a headcount take place every ten years, of every person residing in the United States. This includes all fifty states, Puerto Rico, and the surrounding island areas. People of all ages, races, ethnic groups, citizens, and non-citizens are to be counted. The data collected by the decennial census determine the number of seats each states has in the U.S. House of Representatives and is used to distribute billions in federal funds to local communities. Census Day, will occur on April 1st, 2020. The Census Bureau is asking for local government to assist with strategies for public engagement to raise awareness, and increase participation in the 2020 Census, particularly in areas that are identified as undercounted. Census tract 515.01 in Columbia Heights has been identified by the U.S. Census Bureau as a low response area. This is due to a “hard-to-count” demographic make-up, such as college students, renters, people with disabilities, immigrants/minorities, language constraints, senior citizens, and people living in poverty. All these factors contribute to a lower response rate. Staff will be working with the U.S. Census Bureau, the Minnesota State Demographic Center, and community stakeholders to encourage participation. The next step is to form a Complete Count Committee, which will help organize a public campaign, including events and information sessions to raise awareness on the importance of the census process, with the aim of improving the response rate. The Complete Count Committee will be comprised of government and community leaders. The committee will work to engage residents are raise awareness throughout 2019, and early 2020. The following recommendations are offered to get the conversation started and give you an idea of what we will be doing for the next year and a half to support the engagement effort. •Identify community members to lead the engagement and coordinate the public campaign. Staff will act as support and help oversee the engagement effort. Overall this will be a community lead effort. Staff will reach out to community members over the month of January and February to form the Complete Count Committee. •Organize and execute a public messaging campaign on the City’s website and Facebook pages. Work with the Communications Coordinator to ensure consistent messaging is used on public platforms. WS6 WORK SESSION City of Columbia Heights - Council Letter Page 2 •Hold a kickoff event one year from census day (April 1st, 2019). Since April 1st, falls on a Monday, we will have to get creative on what type of event this could be. •Pass a resolution declaring the importance of the census. •Distribute materials at established City and community events, such as the City Services Expo and the number of community events held throughout the summer. •City Hall, the Library or potentially Murzyn Hall could be used for Complete Count Committee meetings. The committee can determine how frequently they would like to meet. Staff seeks direction and input from the council on the formation of a Complete Count Committee. Please assist in identifying individuals that you would like staff to reach out to over the next couple months. Staff anticipates the Complete Count Committee to be formed by the end of February or early March. Regular meetings of the committee will likely begin in early spring, coinciding with the one year countdown to Census Day. The goal is to start the public campaign by April, 1st, 2019. ATTACHMENTS: 1.Organizing Complete Count Committees Informational Handout What You Need to Know for the 2020 C e n s u s : ORGANIZING C omplete C ount C ommittees DEPARTMENT OF ADMINI S T R A T I O N MINNESOTA STATE DEMOGRAPHIC CENTER rev. 3/15/2018 CENSUS 2020MINNESOTAREGIONAL OFFICES Organizing Complete Count Committees3 Updated March 15, 2018 This guide is largely based on the US Census’s Complete Count Committee Guide, (D-1280) issued in November 2008. TABLE OF CONTENTS Organizing Your MN Complete Count Committee: An Introduction 4 What Is a Complete Count Committee? 5 Why Form a Complete Count Committee? 6 How Do You Organize a Complete Count Committee? 7 Sample Activities of Local Complete Count Committees 8 Community CCCs 8 Sample Activities of CCCs for 2018 – 2019 9 Writing a CCC Outreach Plan: An Overview 10 Example of possible candidates for the leadership team 10 Your turn: Put together a leadership team. 11 Local government 11 Subcommittees define their own action steps 13 Your turn: Think of subcommittees and their leaders 14 Sample Schedule for a Complete Count Committee 15 Your turn: Ideas for goals for 2018-2020 17 Sample Committee Action Sequence 18 “Hard To Count” tool for historically under-counted populations 19 Response Outreach Area Mapper 22 Supporting Materials 23 Census Confidentiality - is it really confidential? 27 Frequently Asked Questions 28 2020 Census Residency Criteria 31 How Census Data Is Used 37 Sample Resolutions for Local CCC creation 38 One City’s CCC Experience 39 Tips for Greater Minnesota 41 Glossary 42 DEPARTMENT OF ADMINISTRATION MINNESOTA STATEDEMOGRAPHIC CENTER 2020 Census Area Offices Contact Information Duluth: _________________ Minneapolis: _________________ Rochester: _________________ MN State Demographic Center: demography.helpline@state.mn.us www.mn.gov/admin/demography/census2020 MN State Demographic Center 658 Cedar St. Centennial Office Building, Room 300 St. Paul, MN 55155 Organizing Complete Count Committees 4 Organizing Your Minnesota Complete Count Committee: An Introduction The CCC is open and inclusive, speaks the languages of all the communities within it, and builds trust by encouraging neighbor-to-neighbor awareness of the importance of an accurate census count. It only takes one person to initiate a local effort to maximize 2020 census participation - one committed individual at the local government level who under- stands how important a complete and accurate count is to their community, region and state. That person may be you. This doesn’t mean one person should take on the whole job of census turnout themselves, the idea is to give you the tools to convince others to join you in the effort. A successful complete count committee involves a number of people, organizations and businesses from every part of the community. The focus of this guide is for local governments to begin the process of getting CCCs up and running in their communities. The details of grassroots organizing -while vital to your ultimate success - are outside the scope of this guide, but will be revisited at a time when the people you recruit to join your efforts can take advantage of them. The 2020 Census cycle marks the first time that Minne- sota will form a state complete count committee. We’ll help your community organize, as well as gather and share the work that is being done in other parts of the state. While CCCs are a new for some Minnesota commu- nities, for many this will seem familiar territory. Any successful campaign for any purpose - whether it’s a business venture, a charitable drive or even a political campaign - involves the basic techniques of communi- ty engagement that we’ll present here. They all share the characteristic of a broad spectrum of involvement and a well-designed and executed plan of action. Your CCC outreach plan is not a static document. It summarizes a process that a community can return to as needed in moving towards the goal. It’s often neces- sary to review and make adjustments as needed. Finally, this guide is not a recipe book - Think of it more like a menu. Choose what works for you and your county, city or neighborhood, and add new ideas that will help in your efforts. Climax, MN Organizing Complete Count Committees5 What Is A Complete Count Committee (CCC)? How Does a Complete Count Committee Work? The Census Bureau needs help to count everyone. They require the assistance of partners—individuals, groups, and organizations across the nation that help them build aware- ness about the census, why it is important, and encourage their community to participate. One way to accomplish this is through Complete Count Com- mittees. What Is a Complete Count Committee? A Complete Count Committee (CCC) is a volunteer committee established by tribal, state, and local governments, and/or community leaders, to increase awareness about the census, and motivate residents in the community to respond. The committees work best when they include a cross section of community representatives from government agencies, education, business, religious organizations, and the media. The CCC is charged with developing and implementing a plan designed to target the unique characteristics of their commu- nity. Complete Count Committees (CCCs) come in different types and sizes, depending on how they are organized and where they are located. The following table gives you an idea of the types and sizes that are most common. Red Wing, MN Organizing Complete Count Committees 6 Government-sponsored CCCs may have a state, regional, or local focus, and operate within the juris- diction of their highest elected official(s). Local govern- ment CCCs may include more than one jurisdiction. Community-sponsored CCCs may be organized by a community group or a coalition of community groups. A CCC may also be assumed by or assigned to an exist- ing committee or group such as a city planning board, a regional planning commission, or a local community committee. Once the CCC members have been identified, chairper- sons may wish to divide the members into subcommit- tees based on the activities that the committee plans to undertake. For example, a media subcommittee may be formed to identify local officials and other persons of influence to record public service announcements (PSAs) and appear on local television and radio shows about the census. See the Subcommittees section on page 12. CCCs are a team: •Charged with influencing members of their com- munity to complete the 2020 Census questionnaire in a timely and accurate manner. •Of community members that will lead their com- munity in the promotion of a 2020 Census aware- ness campaign from now until census follow-ups are completed in 2020. Why Form a Complete Count Committee? A Complete Count Committee should be formed to: •Increase the response rate for residents mailing back their questionnaire through a focused, struc- tured, neighbor-to-neighbor program. •Utilize the local knowledge, expertise, and influ- ence of each Complete Count Committee member to design and implement a census awareness campaign targeted to the community. •Bring together a cross section of community mem- bers whose focus is 2020 Census awareness. •Develop ways to reach the hard-to-count residents •Build trust of the Census among their stakeholders •Implement outreach strategies in his/her own community or organization •Tracking and reporting progress and efforts •Recruit other members to support the CCC •Convene community meetings The CCC makes sure each resident is aware of the im- portance of an accurate census count. Organizing Complete Count Committees7 How Do You Organize a Complete Count Committee? As noted earlier, there are three types of complete count committees - state government-sponsored, local government-sponsored, or community-sponsored. Let’s take a look at each of these and review the differ- ences between the committee types and sizes. Know- ing what the differences are will help determine how to form your Complete Count Committee. State Government Complete Count Committees Minnesota’s governor appoints individuals to serve as members of the Minnesota Complete Count Committee. The committee will be staffed from the State Demogra- phy Center. Examples of State CCC Strategies Minnesota didn’t have a statewide CCC in previous censuses, but a number of other states did, and we can look to them for best practices. Here are some suggested strategies that worked well for them: •Develop an action plan. •Set clear, achievable goals and objectives. •Identify targets (populations or areas) for aggres- sive outreach through— •direct community outreach—touching as many people as possible through swap meets, sports events, festivals, parades, etc. •strategic partnerships with counties, schools, state agencies, and community-based organi- zations. •Coordinate activities with local CCCs through- out the state. •Develop a state 2020 Census Web site with links to the Census Bureau Web site. Minnesota’s site can be found at www.mn.gov/admin/demography/ census2020. •Create promotional materials and items for popu- lations or areas identified. •Create events in key areas where none exist. Local or Tribal Government Complete Count Committees Local Complete Count Committees are formed by the highest elected official in that jurisdiction, such as a mayor, county commissioner, or tribal leader. The highest elected official may appoint a chair of the CCC and may then appoint residents of the community to serve as members of the CCC. Members appointed could be representative of a cross section of the community, be willing and able to serve until the census is over, and help implement a creative outreach campaign in areas that may pose a chal- lenge in 2020. Members could include persons from the areas of education, media, business, religion, and community groups. Most local government CCCs are small to medium size depending on the jurisdiction. A small town may have a small committee with only 3–5 members, while a larger community’s CCC may be medium to large size, with anywhere from 10 to more than 100 members, depending on the size of the city or tribe. Both county and regional CCCs, since they cover a larger geography, tend to be larger in size with 20–50 members. The size and number of members depends on what works best for each jurisdiction and what will make the most effective and successful committee. Mayors, county commissioners, and heads of regional boards understand the importance of getting a com- plete and accurate census count and how census data impacts their communities. In previous censuses, experience has shown that local government CCCs are more productive with subcommittee structure. Examples of subcommittees and what they do are covered under “What is the subcommittee structure of a Complete Count Committee?” on page 12. Kolacky Days Parade - Montgomery, MN GETTING ORGANIZED Organizing Complete Count Committees 8 Sample Activities of Local Complete Count Committees 2018–2019 •Develop a list of barriers or concerns that might impede the progress of the 2020 Census in your area, such as recent immigrants, non-English speaking groups, and communities with gated resi- dents. Explore ways/activities to engage them. •Use the facts. Dispel myths and alleviate fears about the privacy and confidentiality of census data. •Use social media. Start Facebook and Twitter ac- counts and follow as many local people and busi- nesses as seems useful to help build up followers. •Place census messages in water bills, property tax bills, and other correspondence generated by the jurisdiction. •Develop and implement activities to involve local government employees in an 2020 Census aware- ness campaign. •Encourage corporations and local businesses to become official sponsors of your census activities. •Have census banners, posters, and other signage placed in highly visible public locations. •Include the 2020 Census logo and message on bus schedules, brochures, newsletters, and your local jurisdiction’s web and social media sites. •Sponsor a census booth at county fairs, carnivals, and festivals, (especially cultural or ethnic celebra- tions.) •Sponsor a contest to design a sticker or poster promoting the 2020 Census in your area. Rock County Courthouse - Luverne, MN •Have census information available during voter regis- tration drives. January–March 2020 •Add a census message to all meetings, events, corre- spondence and social media. •Provide information on federally funded programs that have benefited the community. •Plan a major promotional event around the mailout of census questionnaires. •Saturate public access areas with easy-to- read and understandable census information customized for your community. •Ask elected officials to encourage residents to com- plete and return questionnaires immediately. •Place a census message on all municipal marquees urging residents to complete and return their ques- tionnaires. •Canvass areas where the census return rate has been historically low, or in areas where residents may not have filled out a census form before, such as stu- dents, April 2020 •Place public service announcements in local and social media encouraging residents to cooperate with census workers. Community CCCs Community Complete Count Committees are often formed in areas that do not have a government CCC or areas that may require a more targeted outreach ap- proach. Community CCCs may be formed by a community groups/organization or a coalition of several organiza- tions. For example, an organization in a predominantly elderly community may want to form a community CCC in order to build awareness among that population and encour- age them to respond when questionnaires are delivered. A tenant’s association may form a committee to educate tenants about the census and help those needing as- sistance in completing their questionnaire. Community CCCs identify their own chair and committee members. They may choose residents who are influential leaders or gatekeepers in the community to serve as members or others that will help accomplish the goals of the commit- tee. Community CCCs are usually small to medium in size with anywhere from 5 to 25 members depending on the sponsoring organization(s) and the size of the community Organizing Complete Count Committees9 it represents. Small committees may not need subcommittees, howev- er, larger committees may find this structure helps them focus and work more effectively. Examples of Community Complete Count Committee Strategies A number of organizations formed community Complete Count Committees for the 2010 Census. Here are some suggested strategies that worked for them: •Set clear, achievable goals and objectives for your committee. •Identify what your committee will focus on. Some ex- amples include increasing the response rate in public housing communities among cultural/ethnic groups in your area or among students in colleges/universi- ties, outreach and promotion to youth or elderly in the community, or a global approach if no other CCCs are in the area. •Develop an action plan that will include activities, events, etc., which will support your efforts and help you meet your goals and objectives. •Create promotional materials that appeal to your focus areas, if resources are available. •Implement special events that will generate interest and participation in the census. •Canvass areas that had low census form return rates in the 2010 census. •Set up a booth and/or leaflet high volume gathering spots such as grocery stores and shopping centers. •Encourage local businesses to help distribute census reminders to their customers. Sample Activities of Community Complete Count Committees for 2018 – 2019 •Identify organizations in the community that can provide space for assistance centers and will serve as a “Be Counted” site. Pass this information on to your census contact person. •Make a list of community-based organizations in your area. Hold a meeting with leaders of the organiza- tions and solicit their help in creating a census aware- ness campaign targeted for community residents. •Check the community calendar in your area for events. Contact event organizers to see if you can a have a census table or pass out census materials to increase awareness. •Plan and solicit sponsors for fun events that can draw people in between now and Census Day. Think of cre- ative games or activities where census information can be incorporated. •Develop a 2019 Census Activity Calendar, ask organi- zations to choose a month in which they will sponsor census activities or promote census awareness. •Ask organizations to include a census article or message in all of their publications from April 2019 to August 2020. January through March 2020 •Encourage organizations to include 2020 Census on the agenda of their meetings, workshops, or confer- ences. •Distribute/post fliers announcing the delivery of the census questionnaire at busy locations in the com- munity. •Check with your census contact person about the locations of Questionnaire Assistance Centers and Be Counted sites in your community. Get signs from the contact person with the days and times the centers will be open. If signs are not available, make and post them as a committee project. •Encourage schools to include a unit on census educa- tion, with take-home census reminders. April 2020 •Encourage residents to complete and mail back their census questionnaires. •Plan a Census Day event to motivate community response. •Check with your census contact person about response rates for your community. If rates are low, plan special events or activities to motivate residents to respond. •Remind residents if they don’t mail back their questionnaire a census worker may come to their home. Encourage residents to cooperate with census workers. May 2020 •Continue to encourage community residents to coop- erate with census workers. •Evaluate what worked best for your community and report this information to your census liaison. •Celebrate your success and thank all those involved in making it happen. Organizing Complete Count Committees 10 Identify the Leadership Team A core team of leaders from as wide a cross-section of your community as possible will give your CCC insight and access to those with influence in their sphere of ex- pertise or involvement. Together, the leadership team sets the goals, develops the strategy, and guides the de- ployment of the outreach plan. Consider forming subcommittees tasked with exploring ways to divvy up the work and to engage people based on their skills and areas of interest. The people who lead the Complete Count Committee will give it inspiration, drive, and momentum. They will set the groundwork for a long-term reform strategy. This is a task that requires numbers of committed peo- ple, but it must start with a core team. In some com- munities a core team of leaders is already in place. In others, the current team may be one or two concerned citizens. Whatever the situation, the most important qualification for membership on the leadership team is the interest in making sure everyone is counted in the 2020 Census. Perhaps the best way to identify possible partners is to look at who has a stake in the census. Since census num- bers guide the distribution of federal funds, elected offi- cials are keen to make sure their constituents are receiv- ing their fair share of state and federal funds. An accurate census also gives local businesspeople insights for mar- keting and location. Census data is also used for congres- sional apportionment and drawing political boundaries, drawing interest from a broad spectrum of the commu- nity because districts of equal population are foundation of a fair and just democracy. Be inclusive, not exclusive. Avoid cliques, in-groups, or resorting only to the ‘usual bunch.’ Welcome new peo- ple and bring in as many new perspectives as possible. Work at working together. The complete count com- mittee will be most effective if the leadership team really is a “team.” A broad coalition of people working together can be challenging at times. It’s important that everyone is patient and gives genuine consideration to the views of others. Make some time for some fun and socializing with picnics, potlucks or whatever works in your community. A team that likes each other will do a great job together. Writing a CCC Outreach Plan: An Overview Local government •Mayor/City Council members •County Board members •Township officials •City/County clerks •City/County GIS staff •Library leaders •Legislators Education •School board members •PTA/PTO •Superintendents/administra- tors •Teachers/education associa- tions •Students/student government •Vocational/technical educators •Higher education professionals •Adult education or literacy groups •School guidance counselors •Dormitory residence advisors Media •Newspapers •Television •Radio •Social Media Business/Labor •Retailers •CEOs/executives •Human resources staff •Community affairs staff •Corporate foundations •Chambers of Commerce •Other business organizations •Organized labor leadership •Labor organizers Community •Community-based organiza- tions •Religious groups/leaders •Social service/health agencies •Child-care providers •Foundations •Volunteer groups •Civic groups/service organiza- tions •Job training groups •Health care professionals •Law enforcement •Neighborhood associations •Tenant groups Example of possible candidates for the leadership team Organizing Complete Count Committees11 Local government ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ Education ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ Business/Labor ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ Community/Service/Non-Profits ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ Media/Social Media ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ Your turn: Put together a leadership team. Organizing Complete Count Committees 12 The following are examples of a typical subcommittee structure. (How your community does this is entire- ly up to you!) Other subcommittees may be formed based on the focus of the CCC or the needs of the community. Examples of other subcommittee topics are migrant and seasonal farmworkers, children/youth services, immigrants, senior services, and the disabled community. •Government subcommittee—Assists in all activ- ities between the Census Bureau and the local government, such as participation in decennial geography programs, free space for Questionnaire Assistance Centers, and identifying other resources for CCC activities. •Education / Youth subcommittee—Facilitates census awareness for local schools from prekinder- garten through twelfth grade, as well as postsec- ondary education institutions in the area. May also encourage school administrators, teachers, and students to use Census In Schools materials. •Faith-based subcommittee—Creates and coordi- nates activities and materials that can be used by any local faith-based institution in the promotion of the 2020 Census awareness and participation. •Media subcommittee—Creates and facilitates ways to get the census message to all community residents, using all available sources such as social media, local newspapers, newsletters, fliers, local festivals, billboards, radio, and television. •Community-based organizations subcommittee— Collaborates with community organizations to inform residents of the importance of participating in the 2020 Census and the benefits derived from census data. •Business subcommittee—Creates and coordinates activities that involve businesses in census aware- ness, such as distribution of census information and census messages on packaging (grocery bags), and the inclusion of the census logo and message on sales promotion materials. •Recruiting subcommittee—Disseminates infor- mation about census job openings for the 2020 Census. Information will include the number of jobs avail- able, types of jobs available, and the locations of testing and training sites. •Multi-unit housing subcommittees working with building owners, managers and tenants, including college dormitories •Various cultural subcommittees can be formed to engage specific immigrant communities, Native Americans and New Americans •A subcommittee to explore special circumstances in housing – such as homeless persons, provisional and ad hoc housing situations •Services to parents & children, such as Head Start, day care centers, and preschools •Or any others to meet local needs. •“Hard to count” subcommittee zeros in on areas of your community that experienced low-census form return rates, and develops a strategy to increase participation. See page 18 for the Census’s “hard- to-find” online tool. Depending on local circumstances, you may want to combine, (or split) subcommittees. The point is to get the best people working in areas they know. Below is a sample Complete Count Committee or- ganizational chart, a guide to assist in forming a CCC and implementing the CCC plan. Once discussion has started about the focus and goals of the committee, subcommittees and/or activities may be added to fit the customized plan. Subcommittees MAYOR/COUNTY BOARD CHAIR CCC CHAIRPERSON MINNESOTA CENSUS LIAISON (advice, resources, clearinghouse) Organizing Complete Count Committees13 Subcommittees define their own action steps Once subcommittees are in place, it’s their job to break down the steps needed to reach their slice of the population pie. It’s a matter of setting goals, and thinking through the steps that need to be taken to accomplish them. Subcommittee Action Plan Steps •Objective •What is needed to meet objective •Who can help •What resources are required •Barriers? •Form tactics •Execute steps Example - Multi-Unit Housing Subcommittee Many communities in Minnesota have several types of housing - condos, senior-citizen buildings, Sec- tion 8 housing for low income-persons, market-rate apartment buildings and, in communities with higher education facilities, student dormitories. The strategies used will likely vary by type of building, because they operate differently. Condos, dormito- ries, senior-citizen housing, and Section 8 buildings often have resident councils and regular meetings. Getting on the agenda for one or more of these meet- ings will help get the word out and make contacts with potential volunteers. Market-rate apartments generally don’t have resi- dents councils, and the subcommittee will need to rely more on personal acquaintances, apartment managers and building owners to gain access. The types of contacts they make may also need to vary. Where there is easy access to residents, either because buildings are unlocked or building managers allow easy access, canvassing can be a simple matter. Where it is not, mailings may be needed to fill in the gaps. (Mail costs money, though, so the effort made to get direct access pays off.) So, let’s take a look at what their subcommittee plan might look like. •Objective •Reach out to every resident about the census. •Follow-up as needed. •What is needed to meet objective •Compile a list of all the group residential build- ings in town. •Get contacts for as many buildings as possible. •Barriers? •Uncooperative building managers •Reluctance to comply with Census •Form Tactics •Meetings •Canvassing •Letters •Execute Plan •Set calender dates/times for all events in concert with the local CCC •Train volunteers, provide them with resources •Deploy volunteers according to schedule. Organizing Complete Count Committees 14 Your turn: Think of subcommittees and their leaders Government Brief description of subcommittee purpose: Lead members: Education / Youth Brief description of subcommittee purpose: Lead members: Faith-based Brief description of subcommittee purpose: Lead members: Media Brief description of subcommittee purpose: Lead members: Community-based organizations Brief description of subcommittee purpose: Lead members: Business Brief description of subcommittee purpose: Lead members: Recruiting Brief description of subcommittee purpose: Lead members: Multi-unit housing Brief description of subcommittee purpose: Lead members: Cultural Groups Brief description of subcommittee purpose: Lead members: Hard to Count Brief description of subcommittee purpose: Lead members: Special Housing Circumstances Brief description of subcommittee purpose: Lead members: Other__________________________ Brief description of subcommittee purpose: Lead members: Other__________________________ Brief description of subcommittee purpose: Lead members: Other__________________________ Brief description of subcommittee purpose: Lead members: Organizing Complete Count Committees15 Sample Schedule for a Complete Count Committee 2018: EDUCATION PHASE Now is when the work begins to put together a strong committee and build the foundation to begin working within your committee. This includes activities such as: •Recruiting committee members and leadership •Educating committee membership on the impor- tance of Census 2020 •Starting to plan a future calendar of events •Creating promotional and educational materials 2018 Summer and Fall •Highest elected official or community leader meets with regional office partnership staff to discuss forming a partnership for the 2020 Census and the establishment of a Complete Count Com- mittee. •Highest elected official or community leader ap- points the chairperson of the CCC. •Hold first Complete Count Committee meeting. •Establish committees, subcommittee chairpersons are chosen. •Select a secretary to record minutes of meetings. •Highest elected official or community leader holds a press conference to announce the formation of a CCC and the appointment of the chairperson. •Official or community leader issues a proclama- tion/resolution stating that it will formulate a Com- plete Count Committee for the 2020 Census. 2018 Fall and Winter •Give an overview of the roles and responsibilities of a CCC. •Develop a plan of action for 2020 Census aware- ness campaign to cover the period from now through October 2020. •Set a schedule for the CCC meetings as well as the subcommittees. 2019: PROMOTION PHASE Now is the time to begin activities in the community in partnership with community partners to create aware- ness about the Census such as: •Tabling at community events •Interviews in local media •Participating in parades and festivals •Presence in local media January–December 2019 •CCC members participate in census CCC training. •Hold regularly scheduled meetings to report on tasks and subcommittee activities. •Proceed with census awareness activities generat- ed by each subcommittee. •Evaluate the activities for effectiveness. •Modify action plan as needed. •Saturate community with at least one census awareness activity each month. Organizing Complete Count Committees 16 2020: ACTION PHASE Now it’s time to Get Out the Count. The committee works to make sure people fill out their forms correctly and return them with activities such as: •Door-to-door canvassing in Hard to Count neigh- borhoods •Email signature and phone message reminders •A community Census rally January 2020 •Hold monthly CCC and subcommittee meetings. •Finalize plans for activities surrounding question- naire delivery days and Census Day activities. •Review task lists and subcommittee activity plans. •Proceed with 2020 Census activities generated by subcommittees. •Finalize plans for activities to encourage residents to complete and return census questionnaires. •Develop and finalize plans for motivating residents who do not return their questionnaires to coop- erate with census workers during non- response follow-up. Plan these activities for April 2020. February 2020 •Hold regular CCC and subcommittee meetings. •Review and modify, as needed, plans for question- naire delivery and Census Day activities. •Review and modify, as needed, plans for residents who do not respond. •Finalize plans for all activities scheduled for March and April. •Check with subcommittee chairs on the number and location of Questionnaire Assistance Centers and Be Counted Sites. Publicize the location, dates, and times of operations in the community. March 2020 - Countdown to Census Day •Review and implement activities leading to Census Day—April 1, 2020. •Finalize plans for all activities planned for the end of March and the month of April. •Proceed with activities generated by subcommit- tees. •Send press release highlighting 2020 Census activi- ty schedule. •Encourage community members to participate with census workers during address canvassing operations. Census Day—April 1, 2020 •Implement Census Day activities. •Hold daily activities to encourage residents to complete questionnaires accurately and to return them quickly. •Evaluate activities and make changes as necessary. •Prepare to implement activities for residents that did not return their questionnaire. •Implement activities to keep the census awareness and interest strong. May–July 2020 Nonresponse follow-up •Use all sources to encourage residents to cooper- ate with census workers. •Continue to meet regularly to give and receive 2020 Census progress reports. •Prepare summary report of CCC activities, opera- tions, and member feedback. •Celebrate the success of the 2020 Census enumer- ation and recognize the efforts of the CCC mem- bers. Organizing Complete Count Committees17 2018: EDUCATION PHASE Goal One:___________________________________________________________________________________ ___________________________________________________________________________________________ Goal Two:___________________________________________________________________________________ ___________________________________________________________________________________________ Goal Three:_________________________________________________________________________________ ___________________________________________________________________________________________ 2019: PROMOTION PHASE Goal One:___________________________________________________________________________________ ___________________________________________________________________________________________ Goal Two:___________________________________________________________________________________ ____________________________________________________________________________________________ Goal Three:_________________________________________________________________________________ ___________________________________________________________________________________________ 2020: ACTION PHASE Goal One:___________________________________________________________________________________ ____________________________________________________________________________________________ Goal Two:___________________________________________________________________________________ ____________________________________________________________________________________________ Goal Three:_________________________________________________________________________________ ___________________________________________________________________________________________ Your turn: Ideas for goals for 2018-2020 Organizing Complete Count Committees 18 Immediately (or very soon) •Form the Committee officially. •Disseminate news releases and other media an- nouncements about the creation of the Committee. •Establish membership and structure of the Commit- tee. First Regular Meeting •Review and discuss the purpose and functions of the Committee. •Discuss community perceptions and any cultural or language factors that may require attention in de- veloping the census plans and activities. •Identify areas which may need special targeting for promotion and outreach because of remoteness, language, or other factors. •Brainstorm ideas for an Action Plan for promoting census awareness in the community. Identify spe- cific activities and assignments related to building awareness, motivating community response, and encouraging community cooperation with enumer- ators. •Break Committee activities into three timetables: 1.before census questionnaires are distributed 2.during the census questionnaire period and 3.after the questionnaire period. •Schedule dates for regular committee meetings. •If meetings are to be open to the public, decide fu- ture meeting location(s); consider whether more residents will come if the meetings are held in the same place or if they are held in different places in the community Regular Meetings •Discuss the status and evaluate the effectiveness of outreach and census promotion activities to date. •Discuss and adopt action plan, and track progress as it is implemented. Develop strategies for encour- aging community members to apply for temporary census jobs. •Determine specific ways to actively encourage community participation during Address Listing and Block Canvassing census operations. •Review status of specific activities for groups or geographic areas which need special targeting. •Revise Action Plan, as needed. January-March 2020 •Review status reports on Action Plan activities. •Identify specific action items that still need to be completed before questionnaires are distributed •Finalize Action Plan for specific Committee activities which encourage residents to complete and return census questionnaires as soon as they are received. •Finalize Outreach Plan for residents who are not likely to receive questionnaires by mail, and for whom other census interactions need to occur. •Review Plan for Committee activities for final push April 2020 •Release news media releases (for print, radio, and TV) reminding community members about the im- portance of being counted. •Report on the status of questionnaire distribution May 2020 •If the questionnaire response rate is low, imple- ment a low response rate plan. •Discuss Committee ideas and recommendations for future census efforts. •Draft a Final Report (with Committee recommenda- tions for submission to the Census Bureau’s Com- plete Count Program. •Discuss the Final Report with officials and agencies that have representation on the Committee. Sample Committee Action Sequence Organizing Complete Count Committees19 www.censushardtocountmaps2020.us Use the Census Bureau’s “Hard To Count” tool to help target historically undercounted populations The goal of the decennial census is to count each person in the United States based on their residence as of April 1. For the 2020 census, each household in the U.S. will either receive mailed instructions on how to fill out the census questionnaire online, or they will receive the actual questionnaire. The Census Bureau asks that as many households as possible submit their responses to this questionnaire via the Internet or by mail — this is the self-response component of the decennial census. In prior censuses, the self-response rate in many parts of the country has been relatively high. But in other parts of the country and for some population groups more than others, the self-response rate has been relatively low. Households may not have submitted their census questionnaire for various reasons, such as having language difficulties, concerns about trust in government, or otherwise. These areas and population groups of historically undercounted people are considered “hard to count” by the Census Bureau because they send enumerators into the field to talk with each non-re- sponding household one-by-one. This “non-response follow-up” component of the census can be difficult, time-consuming, & costly. If these groups are not counted fairly & accurately, they - and the communities around them - will be deprived of equal political representation and vital public and private resources. The goal of this map is to highlight the areas of the country that are hardest to count, and to help CCCs target their resources. Simply go to www.censushardtocountmaps2020.us and use the zoomable map to check out the 2020 census participation rate for census tracts in your community. It’s an easy way to get a quick idea of which areas need the most attention. Organizing Complete Count Committees 20 important popula�on infor- ma�on such as� How many households mailed back their census ques�onnaire in 2010 (i.e., how much of the tract may require more costly in-person follow up by the Census Bu- reau in 2020); and How much of the tract is populated by groups that are at risk of being undercounted (example below at right), such as children under 5, households with poor Inter- net access, recent immi- grants, and more. Search by Congres-sional or state district You can zoom to any dis- trict in the country (example below at le�) and the map will highlight the hard-to-count tracts within the district and show how much of the district's popu- la�on lives in hard-to-count neighborhoods. When you use the district search box, you can type a state name, district num- ber, or even a representa- �ve's name and you'll see a list of results. Click or tap your district to zoom to it on the map. Enhance your cam-paign for an adequate Census budget When you search for a dis- trict, the results provide contact info for each con- gressional & state repre- senta�ve. You can also copy a link to your district search results, and share on Facebook, Twi�er, or email. Zoom to any tract for its hard-to-count info The map color-shades the hardest-to-count tracts in the country. You can click or tap on any tract (or search by address) to find HOW TO USE THE MAP THE “HARD TO COUNT” POPULATION The goal of the decennial census is to count each person in the U.S. based on their residence as of April 1.For the 2020 census, each household in the U.S. will either receive mailed instruc�ons on how to fill out the census ques�on- naire online, or they will receive the actual ques�on- naire. The Census Bureau asks that as many house- holds as possible submit their responses to this ques�onnaire via the Inter- net or by mail — this is the self‐response component of the decennial census. In prior censuses, the self- response rate in many parts of the country has been rela�vely high. But in other parts of the country & for some popula�on groups, the self‐response rate has been rela��el� low. Households may not have submi�ed their cen- sus ques�onnaire for vari- ous reasons, such as having language di�cul�es, con- cerns about trust in govern- HTC 2020 www.CensusHardToCountMaps2020.us Shading for percent; blue circles for number The map’s color-shading por- trays the percent of house- holds in 2010 that returned their census ques�onnaire by mail (dark red represents few- er than 60% of households self -responded; light orange indi- cates up to 73% responded). You can also display the num‐ ber of people in hard-to-count tracts. In the legend, select the op�on that says "�opula�on in HTC tracts". This will display a blue circle on each HTC tract. The size of the circle corre- sponds to the tract popula�on. MAPPING HARD TO COUNT (HTC) COMMUNITIES FOR A FAIR & ACCURATE 2020 CENSUS ment, or otherwise. These areas and popula�on groups are considered "hard to count", because the Census Bu- reau sends enumerators into the field to talk with each non- responding household one-by- one. This "non-response follow- up" component of the census can be di�cult, �me-consuming, & costly (to the Bureau and to tax ��on�n�e� ne�� p��e� Organizing Complete Count Committees21 payers). And if these groups and their communi�es are not counted fairly & accu- rately, they will be deprived of e�ual poli�cal representa- �on and vital public and private resources. For the purpose of this map, a census tract is considered hard-to-count (HTC) if its self -response rate in the 2010 decennial census was 73% or less. If 73% or fewer of the tract's households that received a census �ues�on- naire mailed it back to the Census Bureau, it is shaded in light orange‐to‐dark red as a hard-to-count tract on the map (see legend at right). This measure of self- response for the 2010 cen- sus is called the mail return rate. It represents the per‐ cent of occupied housing units only whose residents answered the census in the self-response stage of the count. The 73% threshold is used because it represents all tracts na�onwide that are in the bo�om 20 percent of 2010 mail return rates — i.e., the worst 20% of return rates. This is consistent with the defini�on of hard-to- count tracts from the 2010 census outreach campaign. ...“HARD TO COUNT” POPULATION (CONTINUED) Page 2 OTHER HTC METRICS �ther ways of iden�fying and describing hard-to-count popula�ons include: Low Response Scores The Census Bureau has developed a sta�s�cal model that uses popula�on data to assign a "low response score" to each tract. The Bureau states that these scores "predict low census mail return rates and are highly correlated (nega�vely) with census and survey par�cipa�on." At this point, the Bureau's research indicates that this sta�s�cal model explains only 55% of the varia�on around the predicted response rate. The Bureau will be refining this sta- �s�cal model leading up to the 2020 Census using more recent demographic data. As its predic�ve power im- proves, we may incorporate these scores into the Census 2020 Hard to Count map, as well. �opula�on groups with increased risk of �eing undercounted Historically, the census has undercounted young children, people of color, rural residents, & low-income house- holds at higher rates than other popula�on groups. Also, groups with low self-response rates in prior censuses or census tests include "linguis�cally isolated" households; fre�uent movers; foreign born residents; households be- low the poverty line; large (i.e. overcrowded) households; low educa�onal a�ainment households; & single-parent headed households. And people who distrust government authori�es and/or have been or could be targets of law enforcement or heightened surveillance may be less likely to respond to the census. In the Census 2020 HTC appli- ca�on, sta�s�cs on these groups for each tract are presented when a tract is selected on the map. Households with no computer or inadequate Internet access The Census Bureau plans to encourage most households to answer their 2020 census �ues�onnaire via the Inter- net. As a result, households with poor Internet connec�vity or, worse, no computer will be at risk of being under- counted. The Census 2020 HTC map applica�on highlights tract-level household Internet access based on data from the Federal Communica�ons Commission (FCC). Prepared by the Center for Urban Research at the Graduate Center of the City University of New York (CUNY) with funding support provided by the 2020 Census Project. September 2017 For more info, contact cunymapping@gc.cuny.edu HTC 2020 www.CensusHardToCountMaps2020.us Organizing Complete Count Committees 22 ROAM your area to dig into the demographics of low-response census tracts www.census.gov/roam The Response Outreach Area Mapper (ROAM) application was developed to make it easier to identify hard-to-survey areas and to provide a so- cioeconomic and demographic characteristic profile of these areas using American Community Survey (ACS) estimates available in the Planning Database. Learning about each hard-to-survey area allows the U.S. Census Bureau to create a tailored communica- tion and partnership campaign, and to plan for field resources including hiring staff with language skills. This, along with the Hard-To-Count tool, can help your team understand and target efforts to improve response rates. Organizing Complete Count Committees23 Supporting Materials RECRUITMENT EMAIL Dear __________________ , I am emailing to invite you to the first meeting of the _________’s Complete County Committee (CCC) on DATE at TIME. CCCs help assure a complete count in the upcoming Census 2020 so our community receives its fair share of congressional and legislative representation as well as our proper share of federal and state funding for programs that serve our area. Comprised of highly regarded representatives and trusted voices from different sectors of our community, CCCs plan and implement focused projects that help to increase the response rate of our residents. A CCC can lead community outreach and launch awareness campaigns that inform constituents about the importance of achieving an accurate count. It is a platform that provides leaders with opportunities to reach out and build meaningful relationships with new immigrants, college students, senior citizens, busi- nesses, the disabled, and other populations. Working together on a CCC builds a strong sense of communi- ty pride. For more information about our community’s CCC, please call _______________. Please RSVP by _____________ if you are planning to attend. SAMPLE MEETING AGENDA 1.Welcome from Elected Official or Committee Chairperson 2.Introductions 3.Why Census 2020 and a CCC is important 4.Open Discussion (Sample Questions) •What in your mind does success mean/look like? •What are our key challenges? •What should we, the CCC focus on? 5.Subcommittee Check Ins 6.Commitments and homework to be completed by next month’s meeting 7.Confirming meeting frequency / locations / time Organizing Complete Count Committees 24 201420152016 2017 2018 2019 2020 20212013 Address Canvassing Operation Peak Operations 2020 Census Operational Timeline 2014 C e n s u s T e s t 2015 C e n s u s T e s t Rele a s e t h e 2 0 2 0 C e n s u s O p e r a t i o n a l P l a n 2015 N a t i o n a l C o n t e n t T e s t 2016 C e n s u s T e s t 2017 C e n s u s T e s t Key census activities start in 2015 and continue through 2021 Estimate on-the- ground workloads and dene operations and systems needed for the census Develop and award major contracts for the systems that will support the census Put eld infrastructure and oces in place throughout the country On-the-ground address canvassing where necessary April 1: Census Day December 31: Deliver apportionment counts March 31: Complete delivering Redistricting Summary Files to all states (P.L. 94-171) 2013 C e n s u s T e s t OPERATION AND IMPLEMENTATION PHASERESEARCH AND TESTING PHASE Addr e s s C a n v a s s i n g T e s t Road to the 2020 Census 2018 E n d - t o - E n d C e n s u s T e s t (In P r o g r e s s ) April 1: Census Day for the test Activities Complete 2020 Census Area Offices Contact Information Duluth: _________________ Minneapolis: _________________ Rochester: _________________ MN State Demographic Center: demography.helpline@state.mn.us www.mn.gov/admin/demography/census2020 MN State Demographic Center 658 Cedar St. Centennial Office Building, Room 300 St. Paul, MN 55155 Organizing Complete Count Committees25 THE GEORGE WASHINGTON INSTITUTE OF PUBLIC POLICY Counting for Dollars 2020 16 Large Federal Assistance Programs that Distribute Funds on Basis of Decennial Census-derived Statistics (Fiscal Year 2015) Minnesota Total Program Obligations: $8,411,135,752 Per Capita: $1,532 (see note on proper use) CFDA # Program Name Dept. Type Recipients Obligations 93.778 Medical Assistance Program (Medicaid) HHS Grants States $5,148,945,675 20.205 Highway Planning and Construction DOT Grants States $673,309,975 10.551 Supplemental Nutrition Assistance Program (SNAP) USDA Direct Pay House- holds $627,557,916 93.774 Medicare Part B (Supplemental Medical Insurance) – Physicians Fee Schedule Services HHS Direct Pay Providers $585,541,241 14.871 Section 8 Housing Choice Vouchers HUD Direct Pay Owners $232,959,000 84.027 Special Education Grants (IDEA) ED Grants States $187,400,949 10.555 National School Lunch Program USDA Grants States $156,002,538 14.195 Section 8 Housing Assistance Payments Program (Project-based) HUD Direct Pay Owners $154,342,214 84.010 Title I Grants to Local Education Agencies ED Grants LEAs $146,378,464 93.568 Low Income Home Energy Assistance (LIHEAP) HHS Grants States $114,669,262 93.600 Head Start/Early Head Start HHS Grants Providers $112,595,410 10.557 Supplemental Nutrition Program for Women, Infants, and Children (WIC) USDA Grants States $93,911,121 93.596 Child Care and Development Fund- Entitlement HHS Grants States $52,665,000 93.658 Foster Care (Title IV-E) HHS Grants States $46,930,000 93.767 State Children's Health Insurance Program (S-CHIP) HHS Grants States $41,135,000 93.527/ 93.224 Health Center Programs (Community, Migrant, Homeless, Public Housing) HHS Grants Providers $36,791,987 Organizing Complete Count Committees 26 Notes and Findings: •The Counting for Dollars Project will identify all federal financial assistance programs relying Decennial Census-derived data to guide the geographic distribution of funds. •As an initial product, the project is publishing tables on the distribution, by state, of FY2015 funds from 16 large Census-guided programs. •For every program but the National School Lunch Program, the equitable distribution of funds to a state depends on the accurate measurement of its population count and characteristics. •There is not a straight linear relationship between state population count and federal funds flow. The per capita figure allows cross-state comparisons of fiscal reliance on census-guided programs. It does not indicate the amount by which federal funding increases for each additional person counted. (See The Leadership Conference Education Fund, “Counting for Dollars: Why It Matters.”) Definitions: •Census-derived statistics – federal datasets that are extensions of or otherwise rely on the Decennial Census (list available on project website) •Census-guided financial assistance programs – programs that rely on Census-derived statistics to determine program eligibility and/or allocate funds to states and localities •Per capita – total FY2015 obligations for the 16 programs divided by population as of July 1, 2015 (per the Census Bureau) Abbreviations: •CFDA – Catalog of Federal Domestic Assistance •USDA – U.S. Department of Agriculture •ED – U.S. Department of Education •HHS – U.S. Department of Health and Human Services •HUD – U.S. Department of Housing and Urban Development •DOT – U.S. Department of Transportation Sources: •USAspending.gov (20.050, 84.010, 84.027, 93.224/93.527, 93.568, 93.600, 93.778) •President’s Budget Request for FY2017 or program agency (10.511, 10.555, 10.557, 14.871, 93.596, 93.658, 93.767) •Center on Budget and Policy Priorities (14.195) •Centers for Medicare & Medicaid, HHS (Physicians Fee Schedule Services of 93.774) Prepared by Andrew Reamer, Research Professor, GWIPP, with data analysis provided by Sean Moulton, Open Government Program Manager, Project on Government Oversight (POGO) August 18, 2017 Organizing Complete Count Committees27 Census Confidentiality -is it really confidential? ABSOLUTELY! - (under current law) Answers to Census questions are protected by law (Title 13 of the U.S. Code, Section 9) and are strictly confidential. •It is illegal for the Census Bureau, or its employees, to share your personal information with any other government agency—not law enforcement, IRS, Welfare, FBI, Immigration, etc. •No court of law, not even the President of the United States, can access individual responses. •1953—During the Truman administration, the White House had to undergo renova- tion. It was necessary to relocate the Presi- dent until the renovation was completed. The Secret Service requested from the Census Bureau information on residents living in the proposed relocation area for the purpose of performing background checks. However, because census data are ABSOLUTELY CONFIDENTIAL, even to the President, the request was denied. •Census workers must pass security and employment reference checks and are highly motivated to protect your answers. All Census Bureau employees are subject to a $250,000 FINE AND/OR A 5-YEAR PRISON TERM for disclosing any informa- tion that could identify a respondent or household. •1980—Armed with a search warrant au- thorizing them to seize census documents, four FBI agents entered the Census Bu- reau’s Colorado Springs office. No confi- dential information was ever released be- cause a census worker held off the agents until her superiors resolved the issue with the FBI. Organizing Complete Count Committees 28 Frequently Asked Questions 1 Full text: “Representatives and direct Taxes shall be apportioned among the several States which may be included within this Union, according to their respective Numbers, which shall be determined by adding to the whole Number of free Persons, including those bound to Service for a Term of Years, and excluding Indians not taxed, three fifths of all other Persons.2 The actual Enumeration shall be made within three Years after the first Meeting of the Congress of the United States, and within every subsequent Term of ten Years, in such Manner as they shall by Law direct. The Number of Representatives shall not exceed one for every thirty Thousand, but each State shall have at Least one Representative; and until such enumeration shall be made, the State of New Hampshire shall be entitled to chuse three, Massachusetts eight, Rhode-Island and Providence Plan- tations one, Connecticut five, New-York six, New Jersey four, Pennsylvania eight, Delaware one, Maryland six, Virginia ten, North Carolina five, South Carolina five, and Georgia three.” 2 Full text: 2: “Representatives shall be apportioned among the several States according to their respective numbers, counting the whole number of persons in each State, excluding Indians not taxed. But when the right to vote at any election for the choice of electors for President and Vice President of the United States, Representatives in Congress, the Executive and Judicial officers of a State, or the members of the Legislature thereof, is denied to any of the male inhabitants of such State, being twenty-one years of age,15 and citizens of the United States, or in any way abridged, except for participation in rebellion, or other crime, the basis of representation therein shall be reduced in the proportion which the number of such male citizens shall bear to the whole number of male citizens twenty-one years of age in such State.” 3 “Indians not taxed” was negated by enactment of the Indian Citizenship Act of 1924, which granted full citizenship to all indigenous peoples of the United States. What’s the Census for? The U.S. Constitution (Article I, Section 2) mandates a headcount every 10 years, of everyone residing in the United States: in all 50 states, Puerto Rico, and the Island Areas. This includes people of all ages, races, ethnic groups, citi- zens, and noncitizens. The first census was conducted in 1790 and has been carried out every 10 years since then. The population totals from the 2020 census will determine the number of seats each state has in the House of Representatives. States also use the totals to redraw their legislative districts. The U.S. Census Bureau must submit state population totals to the President of the United States by December 31, 2020. The totals also affect funding in your community, and data collected in the census help inform decision makers how your community is changing. Why doesn’t the Census only count citizens? The framers used the term “citizen” 11 times in the Constitution, but in Article 1, Section 2 (3), they expressly said that the census is an enumeration of persons.1 The 14th Amendment of the Constitution repeats this point, stating: “Representatives shall be apportioned among the several States according to their respective numbers, counting the whole number of persons in each State, excluding Indians not taxed.”2,3 What this means is that in accordance to the United States Constitution, the US Census counts everyone including citizens, non-citizen legal residents, non-citizen long-term visitors, illegal immigrants and prisoners in jails and penitentiaries. Organizing Complete Count Committees29 Why does the Census Bureau ask the questions they do? The Census Bureau asks the questions they do on the surveys because of federal needs and for community benefits. The information the Census Bureau collects helps determine how more than $400 billion dollars of federal funding annually is spent on infrastructure and services. Your answers help federal, state and local leaders make decisions about: schools, hospitals, emer- gency services, roads, bridges, job training centers, and many other projects that affect your community. See why the Census Bureau asked EACH question they did in 2010. The 2020 form should be finalized in 2018. I thought that the census was only 10 minutes, 10 questions. Why might I also be getting something called the American Community Survey? Launched in 2005, the American Community Survey (ACS) is part of the decennial census program and is essentially what used to be the Census long form. It col- lects more detailed information on housing, population, and the economy. ACS data are collected continuously throughout the year and throughout the decade from a sample (fraction) of the population (about 3 million addresses annually). As of now, we estimate approximately 250,000 house- holds will receive both the ACS and the 2020 Census form. Like the 2020 Census participation in the ACS is man- datory by law and the American public’s participation is vital to provide data that impacts policy decisions on the local, state, and federal level. Are my answers safe and secure? The Census Bureau collects data for statistical purposes only. They combine your responses with information from other households or businesses to produce statis- tics, which never identify your household, any person in your household, or business. Your information is CONFI- DENTIAL. They never identify you individually. Title 13 of the U.S. Code protects the confidentiality of all your information and violating this law is a crime with severe penalties. In addition, other federal laws, including the Confidential Statistical Efficiency Act and the Privacy Act reinforce these protections. The penalty for unlawful disclosure is a fine of up to $250,000 or imprisonment of up to 5 years, or both. It is against the law to disclose or publish any of the following information: •Names •Addresses including GPS coordinates •Social Security numbers •Telephone numbers How does the U.S. Census Bureau help me identify fraudulent activity and scams? The Census Bureau will never ask for: •full social security number •money or donations •anything on behalf of a political party •your full bank or credit card account numbers If you are visited by someone from the United States Census Bureau, here are some recognition tips to assure the validity of the field representative; •Must present an ID Badge which contains: photo- graph of field representative, Department of Com- merce watermark, and expiration date. •Will provide you with supervisor contact informa- tion and/or the regional office phone number for verification, if asked. Organizing Complete Count Committees 30 •Will provide you with a letter from the Director of the Census Bu- reau on U.S. Census Bureau letterhead. •May be carrying a laptop and/or bag with a Census Bureau logo. What if I am away from my residence on April 1, 2020? People away from their usual residence on Census Day, such as on a vacation or a business trip, visiting, traveling outside the U.S., or work- ing elsewhere without a usual residence there (for example, as a truck driver or traveling salesperson) are counted at the residence where they live and sleep most of the time. What if I have more than one residence or no residence on April 1, 2020? People who live at two or more residences (during the week, month, or year), such as people who travel seasonally between residences (for example, snowbirds or children in joint custody) are counted at the residence where they live and sleep most of the time. If usual resi- dence cannot be determined, they are counted at the residence where they are staying on Thursday, April 1, 2020 (Census Day). College students living away from their parental home while attending college in the U.S. (living either on-campus or off-campus) are counted at the on-campus or off-campus residence where they live and sleep most of the time. Those staying in shelter or living outdoors are counted where they are staying on April 1, 2020. When will the results from the census be available? The nation should see the very first results from the 2020 Census in the form of total population counts for the nation and each state in late 2020 or early 2021. In 2021 each state receives local-level 2020 Census data on race and the voting age population. As required by law, the Census Bureau will provide these key demographic data to the states (on a state-by-state basis), so the state governments can redraw the boundaries of their U.S. Congressional and state legislative districts. Public Law 94-171 requires that the redistricting data must be delivered to state officials responsible for legislative redistricting within one year of Census day or no later than April 1, 2021. What if I still have questions or concerns? As we get closer to Census 2020, there will be more FAQs detailing the process of the upcoming count. However, please email us at demography.helpline@state.mn.us if you have any remaining ques- tions. Organizing Complete Count Committees31 U.S. Census Bureau 1 The Residence Criteria are used to determine where people are counted during the 2020 Census. The Criteria say: •Count people at their usual resi- dence, which is the place where they live and sleep most of the time. •People in certain types of group facilities on Census Day are counted at the group facility. •People who do not have a usual residence, or who cannot determine a usual residence, are counted where they are on Census Day. The following sections describe how the Residence Criteria apply to certain living situations for which people commonly request clarification. PEOPLE AWAY FROM THEIR USUAL RESIDENCE ON CENSUS DAY People away from their usual resi- dence on Census Day, such as on a vacation or a business trip, visit- ing, traveling outside the United States, or working elsewhere without a usual residence there (for example, as a truck driver or traveling salesperson)—Counted at the residence where they live and sleep most of the time. VISITORS ON CENSUS DAY Visitors on Census Day—Counted at the residence where they live and sleep most of the time. If they do not have a usual residence to return to, they are counted where they are staying on Census Day. FOREIGN CITIZENS IN THE UNITED STATES Citizens of foreign countries living in the United States—Counted at the U.S. residence where they live and sleep most of the time. Citizens of foreign countries liv- ing in the United States who are members of the diplomatic com- munity—Counted at the embassy, consulate, United Nations’ facility, or other residences where diplo- mats live. Citizens of foreign countries visit- ing the United States, such as on a vacation or business trip—Not counted in the census. PEOPLE LIVING OUTSIDE THE UNITED STATES People deployed outside the United States1 on Census Day 1 In this document, “Outside the United States” and “foreign port” are defined as being anywhere outside the geographical area of the 50 United States and the District of Columbia. Therefore, the Commonwealth of Puerto Rico, the U.S. Virgin Islands, the Pacific Island Areas (American Samoa, Guam, and the Commonwealth of the Northern Mariana Islands), and all foreign countries are considered to be “outside the United States.” Conversely, “stateside,” “U.S. homeport,” and “U.S. port” are defined as being anywhere in the 50 United States and the District of Columbia. (while stationed or assigned in the United States) who are military or civilian employees of the U.S. government—Counted at the U.S. residence where they live and sleep most of the time, using administrative data provided by federal agencies.2 People stationed or assigned out- side the United States on Census Day who are military or civilian employees of the U.S. govern- ment, as well as their dependents living with them outside the United States—Counted as part of the U.S. federally affiliated overseas population, using administrative data provided by federal agencies. People living outside the United States on Census Day who are not military or civilian employees of the U.S. government and are not dependents living with mili- tary or civilian employees of the U.S. government—Not counted in the stateside census. 2 Military and civilian employees of the U.S. government who are deployed or stationed/assigned outside the United States (and their dependents living with them outside the United States) are counted using administrative data provided by the Department of Defense and the other fed- eral agencies that employ them. If they are deployed outside the United States (while stationed/assigned in the United States), the administrative data are used to count them at their usual residence in the United States. Otherwise, if they are stationed/assigned outside the United States, the administra- tive data are used to count them (and their dependents living with them outside the United States) in their home state for appor- tionment purposes only. 2020 Census Residence Criteria and Residence Situations Organizing Complete Count Committees 32 2 U.S. Census Bureau PEOPLE WHO LIVE OR STAY IN MORE THAN ONE PLACE People living away most of the time while working, such as people who live at a residence close to where they work and return regularly to another resi- dence—Counted at the residence where they live and sleep most of the time. If they cannot determine a place where they live most of the time, they are counted where they are staying on Census Day. People who live or stay at two or more residences (during the week, month, or year), such as people who travel seasonally between residences (for example, snowbirds)—Counted at the resi- dence where they live and sleep most of the time. If they cannot determine a place where they live most of the time, they are counted where they are staying on Census Day. Children in shared custody or other arrangements who live at more than one residence— Counted at the residence where they live and sleep most of the time. If they cannot determine a place where they live most of the time, they are counted where they are staying on Census Day. PEOPLE MOVING INTO OR OUT OF A RESIDENCE AROUND CENSUS DAY People who move into a new resi- dence on or before Census Day— Counted at the new residence where they are living on Census Day. People who move out of a resi- dence on Census Day and do not move into a new residence until after Census Day—Counted at the old residence where they were liv- ing on Census Day. People who move out of a resi- dence before Census Day and do not move into a new residence until after Census Day—Counted at the residence where they are stay- ing on Census Day. PEOPLE WHO ARE BORN OR WHO DIE AROUND CENSUS DAY Babies born on or before Census Day—Counted at the residence where they will live and sleep most of the time, even if they are still in a hospital on Census Day. Babies born after Census Day— Not counted in the census. People who die before Census Day—Not counted in the census. People who die on or after Census Day—Counted at the residence where they were living and sleeping most of the time as of Census Day. RELATIVES AND NONRELATIVES Babies and children of all ages, including biological, step, and adopted children, as well as grandchildren—Counted at the residence where they live and sleep most of the time. If they cannot determine a place where they live most of the time, they are counted where they are staying on Census Day. (Only count babies born on or before Census Day.) Foster children—Counted at the residence where they live and sleep most of the time. If they cannot determine a place where they live most of the time, they are counted where they are staying on Census Day. Spouses and close relatives, such as parents or siblings—Counted at the residence where they live and sleep most of the time. If they cannot determine a place where they live most of the time, they are counted where they are staying on Census Day. Extended relatives, such as grandparents, nieces/nephews, aunts/uncles, cousins, or in-laws— Counted at the residence where they live and sleep most of the time. If they cannot determine a place where they live most of the time, they are counted where they are staying on Census Day. Unmarried partners—Counted at the residence where they live and sleep most of the time. If they cannot determine a place where they live most of the time, they are counted where they are staying on Census Day. Housemates or roommates— Counted at the residence where they live and sleep most of the time. If they cannot determine a place where they live most of the time, they are counted where they are staying on Census Day. Roomers or boarders—Counted at the residence where they live and sleep most of the time. If they cannot determine a place where they live most of the time, they are counted where they are staying on Census Day. Live-in employees, such as care- givers or domestic workers— Counted at the residence where they live and sleep most of the time. If they cannot determine a place where they live most of the time, they are counted where they are staying on Census Day. Other nonrelatives, such as friends—Counted at the residence where they live and sleep most of the time. If they cannot determine a place where they live most of the time, they are counted where they are staying on Census Day. Organizing Complete Count Committees33 U.S. Census Bureau 3 PEOPLE IN RESIDENTIAL SCHOOL-RELATED FACILITIES Boarding school students liv- ing away from their parents’ or guardians’ home while attend- ing boarding school below the college level, including Bureau of Indian Affairs boarding schools— Counted at their parents’ or guard- ians’ home. Students in residential schools for people with disabilities on Census Day—Counted at the school. Staff members living at boarding schools or residential schools for people with disabilities on Census Day—Counted at the residence where they live and sleep most of the time. If they do not have a usual home elsewhere, they are counted at the school. COLLEGE STUDENTS (and staff living in college housing) College students living at their parents’ or guardians’ home while attending college in the United States—Counted at their parents’ or guardians’ home. College students living away from their parents’ or guardians’ home while attending college in the United States (living either on- campus or off-campus)—Counted at the on-campus or off-campus residence where they live and sleep most of the time. If they are living in college/university student housing (such as dormitories or residence halls) on Census Day, they are counted at the college/university student housing. College students living away from their parents’ or guardians’ home while attending college in the United States (living either on- campus or off-campus) but stay- ing at their parents’ or guardians’ home while on break or vaca- tion—Counted at the on-campus or off-campus residence where they live and sleep most of the time. If they are living in college/university student housing (such as dormito- ries or residence halls) on Census Day, they are counted at the college/university student housing. College students who are U.S. citizens living outside the United States while attend- ing college outside the United States—Not counted in the state- side census. College students who are foreign citizens living in the United States while attending college in the United States (living either on- campus or off-campus)—Counted at the on-campus or off-campus U.S. residence where they live and sleep most of the time. If they are living in college/university student housing (such as dormitories or residence halls) on Census Day, they are counted at the college/ university student housing. Staff members living in college/ university student housing (such as dormitories or residence halls) on Census Day—Counted at the residence where they live and sleep most of the time. If they do not have a usual home elsewhere, they are counted at the college/ university student housing. PEOPLE IN HEALTH CARE FACILITIES People in general or Veterans Affairs hospitals (except psychiat- ric units) on Census Day, including newborn babies still in the hos- pital on Census Day—Counted at the residence where they live and sleep most of the time. Newborn babies are counted at the residence where they will live and sleep most of the time. If patients or staff members do not have a usual home elsewhere, they are counted at the hospital. People in mental (psychiatric) hospitals and psychiatric units in other hospitals (where the primary function is for long- term nonacute care) on Census Day—Patients are counted at the facility. Staff members are counted at the residence where they live and sleep most of the time. If staff members do not have a usual home elsewhere, they are counted at the facility. People in assisted living facili- ties3 where care is provided for individuals who need help with the activities of daily living but do not need the skilled medical care that is provided in a nursing home—Residents and staff mem- bers are counted at the residence where they live and sleep most of the time. People in nursing facilities/ skilled-nursing facilities (which provide long-term nonacute care) on Census Day—Patients are counted at the facility. Staff mem- bers are counted at the residence where they live and sleep most of the time. If staff members do not have a usual home elsewhere, they are counted at the facility. People staying at in-patient hospice facilities on Census Day—Counted at the residence where they live and sleep most of the time. If patients or staff mem- bers do not have a usual home elsewhere, they are counted at the facility. 3 Nursing facilities/skilled-nursing facili- ties, in-patient hospice facilities, assisted living facilities, and housing intended for older adults may coexist within the same entity or organization in some cases. For example, an assisted living facility may have a skilled-nursing floor or wing that meets the nursing facility criteria, which means that specific floor or wing is counted accord- ing to the guidelines for nursing facilities/ skilled-nursing facilities, while the rest of the living quarters in that facility are counted according to the guidelines for assisted living facilities. Organizing Complete Count Committees 34 4 U.S. Census Bureau PEOPLE IN HOUSING FOR OLDER ADULTS People in housing intended for older adults, such as active adult communities, independent living, senior apartments, or retirement communities—Residents and staff members are counted at the residence where they live and sleep most of the time. U.S. MILITARY PERSONNEL U.S. military personnel assigned to military barracks/dormitories in the United States on Census Day— Counted at the military barracks/ dormitories. U.S. military personnel (and dependents living with them) living in the United States (living either on base or off base) who are not assigned to barracks/dor- mitories on Census Day—Counted at the residence where they live and sleep most of the time. U.S. military personnel assigned to U.S. military vessels with a U.S. homeport on Census Day— Counted at the onshore U.S. resi- dence where they live and sleep most of the time. If they have no onshore U.S. residence, they are counted at their vessel’s homeport. People who are active duty patients assigned to a military treatment facility in the United States on Census Day—Patients are counted at the facility. Staff mem- bers are counted at the residence where they live and sleep most of the time. If staff members do not have a usual home elsewhere, they are counted at the facility. People in military disciplinary bar- racks and jails in the United States on Census Day—Prisoners are counted at the facility. Staff mem- bers are counted at the residence where they live and sleep most of the time. If staff members do not have a usual home elsewhere, they are counted at the facility. U.S. military personnel who are deployed outside the United States (while stationed in the United States) and are living on or off a military installation out- side the United States on Census Day—Counted at the U.S. residence where they live and sleep most of the time, using administrative data provided by the Department of Defense. U.S. military personnel who are stationed outside the United States and are living on or off a military installation outside the United States on Census Day, as well as their dependents living with them outside the United States—Counted as part of the U.S. federally affiliated overseas population, using administrative data provided by the Department of Defense. U.S. military personnel assigned to U.S. military vessels with a homeport outside the United States on Census Day—Counted as part of the U.S. federally affili- ated overseas population, using administrative data provided by the Department of Defense. MERCHANT MARINE PERSONNEL ON U.S. FLAG MARITIME/ MERCHANT VESSELS Crews of U.S. flag maritime/ merchant vessels docked in a U.S. port, sailing from one U.S. port to another U.S. port, sailing from a U.S. port to a for- eign port, or sailing from a foreign port to a U.S. port on Census Day—Counted at the onshore U.S. residence where they live and sleep most of the time. If they have no onshore U.S. residence, they are counted at their vessel. If the ves- sel is docked in a U.S. port, sailing from a U.S. port to a foreign port, or sailing from a foreign port to a U.S. port, crewmembers with no onshore U.S. residence are counted at the U.S. port. If the vessel is sail- ing from one U.S. port to another U.S. port, crewmembers with no onshore U.S. residence are counted at the port of departure. Crews of U.S. flag maritime/ merchant vessels engaged in U.S. inland waterway transporta- tion on Census Day—Counted at the onshore U.S. residence where they live and sleep most of the time. Crews of U.S. flag maritime /merchant vessels docked in a foreign port or sailing from one foreign port to another foreign port on Census Day—Not counted in the stateside census. PEOPLE IN CORRECTIONAL FACILITIES FOR ADULTS People in federal and state pris- ons on Census Day—Prisoners are counted at the facility. Staff mem- bers are counted at the residence where they live and sleep most of the time. If staff members do not have a usual home elsewhere, they are counted at the facility. People in local jails and other municipal confinement facili- ties on Census Day—Prisoners are counted at the facility. Staff mem- bers are counted at the residence where they live and sleep most of the time. If staff members do not have a usual home elsewhere, they are counted at the facility. People in federal detention centers on Census Day, such as Metropolitan Correctional Centers, Metropolitan Detention Centers, Bureau of Indian Affairs Detention Centers, Immigration and Customs Enforcement (ICE) Service Processing Centers, and ICE con- tract detention facilities—Prisoners Organizing Complete Count Committees35 U.S. Census Bureau 5 are counted at the facility. Staff members are counted at the resi- dence where they live and sleep most of the time. If staff members do not have a usual home else- where, they are counted at the facility. People in correctional residential facilities on Census Day, such as halfway houses, restitution cen- ters, and prerelease, work release, and study centers—Residents are counted at the facility. Staff mem- bers are counted at the residence where they live and sleep most of the time. If staff members do not have a usual home elsewhere, they are counted at the facility. PEOPLE IN GROUP HOMES AND RESIDENTIAL TREATMENT CENTERS FOR ADULTS People in group homes intended for adults (noncorrectional) on Census Day—Residents are counted at the facility. Staff mem- bers are counted at the residence where they live and sleep most of the time. If staff members do not have a usual home elsewhere, they are counted at the facility. People in residential treatment centers for adults (noncorrec- tional) on Census Day—Counted at the residence where they live and sleep most of the time. If residents or staff members do not have a usual home elsewhere, they are counted at the facility. PEOPLE IN JUVENILE FACILITIES People in correctional facilities intended for juveniles on Census Day—Juvenile residents are counted at the facility. Staff mem- bers are counted at the residence where they live and sleep most of the time. If staff members do not have a usual home elsewhere, they are counted at the facility. People in group homes for juve- niles (noncorrectional) on Census Day—Juvenile residents are counted at the facility. Staff mem- bers are counted at the residence where they live and sleep most of the time. If staff members do not have a usual home elsewhere, they are counted at the facility. People in residential treatment centers for juveniles (noncorrec- tional) on Census Day—Counted at the residence where they live and sleep most of the time. If juvenile residents or staff members do not have a usual home elsewhere, they are counted at the facility. PEOPLE IN TRANSITORY LOCATIONS People at transitory locations such as recreational vehicle (RV) parks, campgrounds, hotels and motels, hostels, marinas, race- tracks, circuses, or carnivals— Anyone, including staff members, staying at the transitory location is counted at the residence where they live and sleep most of the time. If they do not have a usual home elsewhere, or they cannot determine a place where they live most of the time, they are counted at the transitory location. PEOPLE IN WORKERS’ RESIDENTIAL FACILITIES People in workers’ group living quarters and Job Corps Centers on Census Day—Counted at the residence where they live and sleep most of the time. If residents or staff members do not have a usual home elsewhere, they are counted at the facility. PEOPLE IN RELIGIOUS-RELATED RESIDENTIAL FACILITIES People in religious group quar- ters, such as convents and monasteries, on Census Day— Counted at the facility. PEOPLE IN SHELTERS AND PEOPLE EXPERIENCING HOMELESSNESS People in domestic violence shelters on Census Day—People staying at the shelter (who are not staff) are counted at the shelter. Staff members are counted at the residence where they live and sleep most of the time. If staff members do not have a usual home else- where, they are counted at the shelter. People who, on Census Day, are in temporary group living quarters established for victims of natural disasters—Anyone, including staff members, staying at the facility is counted at the residence where they live and sleep most of the time. If they do not have a usual home elsewhere, they are counted at the facility. People who, on Census Day, are in emergency and transitional shelters with sleeping facilities for people experiencing homeless- ness—People staying at the shelter (who are not staff) are counted at the shelter. Staff members are counted at the residence where they live and sleep most of the time. If staff members do not have a usual home elsewhere, they are counted at the shelter. People who, on Census Day, are at soup kitchens and regularly scheduled mobile food vans that provide food to people experienc- ing homelessness—Counted at the residence where they live and sleep most of the time. If they do not have a usual home elsewhere, they are counted at the soup kitchen or mobile food van location where they are on Census Day. Organizing Complete Count Committees 36 6 U.S. Census Bureau People who, on Census Day, are at targeted nonsheltered outdoor locations where people experi- encing homelessness stay without paying—Counted at the outdoor location where they are on Census Day. People who, on Census Day, are temporarily displaced or expe- riencing homelessness and are staying in a residence for a short or indefinite period of time— Counted at the residence where they live and sleep most of the time. If they cannot determine a place where they live most of the time, they are counted where they are staying on Census Day. (Right) Cartoon promoting the 1910 Census in the Minneapolis Journal reminding citizens to “telephone the census man” if they have not been enumerated. (Below) Minneapolis and St. Paul set aside squabbles in their long-running feud to prepare for the Census. Both images courtesy Hennepin County Library. Organizing Complete Count Committees37 •The federal government uses population data to allo- cate funds in a number of areas: •Title 1 grants to educational agencies (school dis- tricts across the nation) •Head Start programs •Women, Infants, and Children (WIC) (food grants) •Public transportation •Road rehabilitation and construction •Programs for the elderly •Emergency food and shelter •Empowerment zones •The data help the private sector as well as state and federal governments determine where jobs and job programs are needed. •Census data help potential homeowners research prop- erty values, median income, and other demo- graphic information about a particular community. •Corporations use population data for market re- search to determine locations for commercial enter- prises, such as food stores, pharmacies, and other essential services. •Drawing federal, state, and local legislative districts. •Attracting new businesses to state and local areas. •Distributing over $300 billion in federal funds and even more in state funds. •Forecasting future transportation needs for all seg- ments of the population. •Planning for hospitals, nursing homes, clinics, and the location of other health services. •Forecasting future housing needs for all segments of the population. •Directing funds for services for people in poverty. •Designing public safety strategies. •Development of rural areas. •Analyzing local trends. •Estimating the number of people displaced by natu- ral disasters. •Developing assistance programs for American Indi- ans and Alaska Natives. •Creating maps to speed emergency services to households in need of assistance. •Delivering goods and services to local markets. •Designing facilities for people with disabilities, the elderly, or children. •Planning future government services. •Planning investments and evaluating financial risk. •Publishing economic and statistical reports about the United States and its people. •Facilitating scientific research. •Developing “intelligent” maps for government and business. •Providing proof of age, relationship, or residence certificates provided by the Census Bureau. •Distributing medical research. •Reapportioning seats in the House of Representa- tives. •Planning and researching for media as backup for news stories. •Providing evidence in litigation involving land use, voting rights, and equal opportunity. •Drawing school district boundaries. •Planning budgets for government at all levels. •Spotting trends in the economic well-being of the nation. •Planning for public transportation services. •Planning health and educational services for people with disabilities. •Establishing fair market rents and enforcing fair lend- ing practices. •Directing services to children and adults with limited English language proficiency. •Planning urban land use. •Planning outreach strategies. •Understanding labor supply. •Assessing the potential for spread of communicable diseases. •Making business decisions. •Understanding consumer needs. •Planning for congregations. •Locating factory sites and distribution centers. •Distributing catalogs and developing direct mail piec- es. •Setting a standard for creating both public and pri- vate sector surveys. •Evaluating programs in different geographic areas. •Providing genealogical research. •Planning for school projects. •Developing adult education programs. •Researching historical subject areas. •Determining areas eligible for housing assistance and rehabilitation loans. How Census Data Is Used Census data is used extensively at all levels of government as well as the private sector. Here are some examples: Organizing Complete Count Committees 38 SAMPLE RESOLUTION 2020 Census Partnership WHEREAS the U.S. Census Bureau is required by the U.S. Constitution to conduct a count of the population and provides a historic opportunity to help shape the foundation of our society and play an active role in American democracy; WHEREAS ___(name of city or county)_____ is committed to ensuring every resident is counted; WHEREAS federal and state funding is allocated to communities, and decisions are made on matters of national and local importance based, in part, on census data and housing; WHEREAS census data helps determine how many seats each state will have in the U.S. House of Representa- tives and is necessary for the an accurate and fair redistricting of state legislative seats, county and city councils and voting districts; WHEREAS information from the 2020 Census and American Community Survey are vital tools for economic de- velopment and increased employment; WHEREAS the information collected by the census is confidential and protected by law; WHEREAS a united voice from business, government, community-based and faith-based organizations, educa- tors, media and others will enable the 2020 Census message to reach more of our citizens; Now, therefore, BE IT RESOLVED that ___(name of city or county)_____ is committed to partnering with the U.S. Census Bureau and the State of Minnesota and will: 1.Support the goals and ideals for the 2020 Census and will disseminate 2020 Census information. 2.Encourage all County residents to participate in events and initiatives that will raise the overall aware- ness of the 2020 Census and increase participation. 3.Provide Census advocates to speak to County and Community Organizations. 4.Support census takers as they help our County complete an accurate count. 5.Strive to achieve a complete and accurate count of all persons within our borders Adopted at ___(name of city or county)_____ Minnesota this _____ day of ________________. SAMPLE RESOLUTION Creation of the 2020 ___(name of city or county)___ Complete Count Committee WHEREAS the U.S. Census Bureau is required by the United States Constitution to conduct a count of all persons; and WHEREAS the Census count requires extensive work, and the Census Bureau requires partners at the state and local level to insure a complete and accurate count; WHEREAS the ___(name of city or county)___ Complete Count Committee will bring together a cross section of community members who will utilize their local knowledge and expertise to reach out to all persons of our community; WHEREAS the ___(name of city or county)___ Complete Count Committee will work with the Census Bureau and the State of Minnesota to strive for an accurate count. NOW THEREFORE, BE IT RESOLVED that ___(name of city or county)___ establishes a 2020 Census Complete Count Committee. Organizing Complete Count Committees39 9 Key Outreach Components •Complete Count Committee•Other community partners •Local community media•City web site and listserv•Census Bureau staff, materials, advertising 2010 Census Final Report December 2010 1 Final Report 2010 Census Preparation and Outreach $%5,'*(')XOO5HSRUWDW ZZZPLQQHDSROLVPQJRYZZZJURXSVSXEOLF#FSHG GRFXPHQWVZHEFRQWHQWZFPVTSGI Jeff Schneider Community Planning and Economic Development Hannah Garcia Center for Urban and Regional AffairsUniversity of Minnesota December 16, 2010 3 Local Resources •City staff team •$100 K in one-time funds for outreach support: $80 K ĺ CURA $20 K ĺ printing, mailing, utility bill insert, etc. •Complete Count Committee participants •Other community partners •Local media •Other local governments, State Demography Office 2010 Census Final Report December 2010 8 Outreach Challenges •Unfamiliarity with Census process, form •Fear •Apathy •Language and cultural barriers •Upheaval in housing market . . . many people displaced •National fall off in survey response rates since 2000 2010 Census Final Report December 2010 9 Key Outreach Components •Complete Count Committee •Other community partners •Local community media •City web site and listserv •Census Bureau staff, materials, advertising 2010 Census Final Report December 2010 One City’s Experience... An abridged version of the Final Report on 2010 Census Preparation from the City of Minneapolis. The full report is available at www.minneapolismn.gov/www/ groups/public/@cped/documents/webcontent/wcms1p-081234.pdf 1 Final Report 2010 Census Preparation and Outreach $%5,'*(')XOO5HSRUWDW ZZZPLQQHDSROLVPQJRYZZZJURXSVSXEOLF#FSHG GRFXPHQWVZHEFRQWHQWZFPVTSGI Jeff Schneider Community Planning and Economic Development Hannah Garcia Center for Urban and Regional AffairsUniversity of Minnesota December 16, 2010 3 Local Resources •City staff team •$100 K in one-time funds for outreach support: $80 K ĺ CURA $20 K ĺ printing, mailing, utility bill insert, etc. •Complete Count Committee participants •Other community partners •Local media •Other local governments, State Demography Office 2010 Census Final Report December 2010 8 Outreach Challenges •Unfamiliarity with Census process, form •Fear •Apathy •Language and cultural barriers •Upheaval in housing market . . . many people displaced •National fall off in survey response rates since 2000 2010 Census Final Report December 2010 9 Key Outreach Components •Complete Count Committee •Other community partners •Local community media •City web site and listserv •Census Bureau staff, materials, advertising 2010 Census Final Report December 2010 10 Key Outreach Strategies •Community organizing approach •Community leaders' expertise and knowledge •Partnership-building around mutual interests 2010 Census Final Report December 2010 12 Complete Count Committee •14 meetings over 13 months •Multiple locations across the city •50+ participants •14 door-knocking and canvass events •Over 30 outreach events –with forms -in spring Co-chairs -Sara Hernandez (McKnight Foundation) and Saeed Fahia (Confederation of Somali Communities) 2010 Census Final Report December 2010 14 Key Outreach Strategies •Community based •Culturally, linguistically appropriate •Attendance at community meetings •Organizing special events •Door-knocking/flyers •Direct Mail [e.g. utility bill insert, March 2010] •Local community media, especially radio and TV •Social media 2010 Census Final Report December 2010 16 Key Outreach Strategies, cont’d •January 2010 training event for volunteers •Toolkit for neighborhood and community groups •Locally and culturally relevant outreach materials •Technical assistance •Organizing support 2010 Census Final Report December 2010 Organizing Complete Count Committees 40 10Key Outreach Strategies•Community organizing approach•Community leaders' expertise and knowledge•Partnership-building around mutual interests2010 Census Final Report December 2010 12Complete Count Committee•14 meetings over 13 months•Multiple locations across the city •50+ participants•14 door-knocking and canvass events•Over 30 outreach events –with forms -in spring Co-chairs -Sara Hernandez (McKnight Foundation) and Saeed Fahia (Confederation of Somali Communities)2010 Census Final Report December 2010 14 Key Outreach Strategies •Community based •Culturally, linguistically appropriate •Attendance at community meetings •Organizing special events •Door-knocking/flyers •Direct Mail [e.g. utility bill insert, March 2010] •Local community media, especially radio and TV •Social media 2010 Census Final Report December 2010 16 Key Outreach Strategies, cont’d •January 2010 training event for volunteers •Toolkit for neighborhood and community groups •Locally and culturally relevant outreach materials •Technical assistance •Organizing support 2010 Census Final Report December 2010 17 Multi-Lingual Communication 19 Learnings, Recommendations •Identify local resources . . . start one year ahead •Identify community partners . . . they can help shape the message: why is the Census important to YOU •Multi-media, multi-lingual, multi-cultural •Face to face communication 2010 Census Final Report December 2010 20 Learnings, Recommendations, cont’d •Significant fundraising for the Census campaign •Financial and outreach support •Community organizing approach •Central location for outreach resources, materials •Focus on “hard to count”communities 2010 Census Final Report December 2010 22 Results •Improved Census participation rates •Positive sentiments around civic engagement inimmigrant communities •Improved relationship between the City and communityorganizations •Greater connection between community members andtheir local organizations 2010 Census Final Report December 2010 17 Multi-Lingual Communication 19 Learnings, Recommendations •Identify local resources . . . start one year ahead •Identify community partners . . . they can help shape the message: why is the Census important to YOU •Multi-media, multi-lingual, multi-cultural •Face to face communication 2010 Census Final Report December 2010 20 Learnings, Recommendations, cont’d •Significant fundraising for the Census campaign •Financial and outreach support •Community organizing approach •Central location for outreach resources, materials •Focus on “hard to count”communities 2010 Census Final Report December 2010 22 Results •Improved Census participation rates •Positive sentiments around civic engagement inimmigrant communities •Improved relationship between the City and communityorganizations •Greater connection between community members andtheir local organizations 2010 Census Final Report December 2010 Organizing Complete Count Committees41 Tips for Greater Minnesota CCCs While some of the experiences listed on the previous two pages could apply to any community in Minnesota, here are some tips we’ve received from Greater Minnesota communities who had complete count committees during the 2010 Census. (It’s good advice for big cities too!) Snow Birds Many people with winter places down south aren’t back in home in Minnesota when Census forms are mailed out in March. Make sure that they know before they leave for the winter that their census forms should reflect their permanent Minnesota residence. (See the Residency section on page 30.) Public Schools and Libraries Schools and libraries are great ways to get the word out about the 2020 Census. They interact with immigrant communities extensively, and are trusted sources for census information. Also, with the availability of online census form submission, libraries are the only source of inter- net access for many people in rural areas. Make them a part of your Complete Count Committee team. Everyone counts! Reach out to all the faith communities. All the organizations and nonprofits serving people. Don’t let differences in faith or culture keep anyone from participating, or from being encouraged to participate in the 2020 Census. Your community’s count be more accurate, and the benefit from this unique, once-in-a-decade opportunity to work together on a shared goal will last well beyond the 2020 Census. GOT A TIP? SHARE IT! demography.helpline@state.mn.us Organizing Complete Count Committees 42 Advance Letter A Census Bureau letter sent to alert households that the census questionnaire will be mailed or delivered to them soon. American Community Survey (ACS) A monthly sample household survey conducted by the Census Bureau to obtain information similar to the long-form census questionnaire. The ACS is sent to a small percentage of the U.S. population on a rotating basis. First tested in 1995, it will replace the long form for the 2020 Census. Since 2004, ACS has provided annual data for social and economic characteristics for many geographic entities and population groups. Be Counted Site The Be Counted program provides a means for people who believe they were not counted to be included in the 2020 Census. Special Be Counted census forms in five different languages—Spanish, Chinese, Korean, Vietnamese, and Russian, will be available at different locations in the community. Businesses and organiza- tions may agree to be a Be Counted site by donating space to display a Be Counted box with forms in appro- priate languages for their location. The Be Counted program runs for about 4 weeks in spring 2020. Census A complete enumeration of a population or business and commercial establishments, factories, farms, or governments in an area. (See decennial census.) CCC See Complete Count Committee Census Bureau An agency within the U.S. Department of Commerce and the country’s preeminent statistical collection and dissemination agency. It publishes a wide variety of statistical data about people, housing, and the econ- omy of the nation. The U.S. Census Bureau conducts approximately 200 annual surveys, conducts the decennial census of the United States population and housing, the quinquennial economic census, and the census of governments. Census Day The reference date for collection of information for a census. For the decennial census, this has been April 1 of the decade year (year ending with zero) since the 1930 census. April 1, 2020, is the reference date, Cen- sus Day, for the 2020 Census. Census in Schools (CIS) A national program component of the 2020 Census with an emphasis on kindergarten through eighth grade students in schools located in hard to count areas. The purpose of Census in Schools is to educate all of the nation’s K–12 students about the importance of the 2020 Census. Commitment An agreement or pledge to carry out a particular task or activity that will in some way help the census achieve its goals. Complete Count Committee (CCC) A volunteer committee established by tribal, state, and local governments, and/or community organizations leaders to include a cross section of community lead- ers, including representatives from government agen- cies; education, business, and religious organizations; community agencies; minority organizations; and the media. The committees are charged with developing and implementing a 2020 Census outreach, promotion, recruiting, and enumeration assistance plan of action designed to target and address the needs of their communities. Confidentiality The guarantee made by law (Title 13, United States Glossary The 2020 Census From A to Z Organizing Complete Count Committees43 Code) to individuals who provide information to the Census Bureau, ensuring that the Census Bureau will not reveal information to others. Decennial Census The census of population and housing taken by the Census Bureau in each year ending in zero. Article 1, Section 2, of the U.S. Constitution requires that a census be taken every 10 years for the purpose of ap- portioning the U.S. House of Representatives. The first census of population was taken in 1790. Early Local Census Offices (ELCO) A temporary office opened to conduct early census operations such as check addresses and develop and refine the Master Address File for mailing census ques- tionnaires. Enumeration The process of interviewing people and recording the information on census forms. Enumerator A Census Bureau employee who collects census in- formation by visiting households during census field operations. Governmental Unit (GU) A geographic entity established by legal action for the purpose of implementing specified general- or special-purpose governmental functions. Most gov- ernmental units have legally established boundaries and names. GU officials (elected or appointed) have the power to carry out legally prescribed functions, provide services for the residents, and raise revenues. To meet Census Bureau criteria, a government must be an organized entity that, in addition to having govern- mental character, has sufficient discretion in the man- agement of its own affairs to distinguish it as separate from the administrative structure of any other govern- mental unit. To have governmental character, an entity must exist as a legally organized entity and have legally defined responsibilities to its residents. Hard to Count (HTC) Groups or populations who have historically been undercounted and/or traditionally have not responded well to the decennial census question- naire, such as ethnic/minority populations, renters, low-income, etc. Hard to Enumerate (HTE) An area for which the environment or population may present difficulties for enumeration. Highest Elected Official (HEO) The elected or appointed person who is the chief executive official of a governmental unit and is most responsible for the governmental activities of the gov- ernmental unit such as the governor of a state, chair of a county commission, or mayor of an incorporated place. Household (HH) A person or group of people who occupy a housing unit as their usual place of residence. The number of households equals the number of occupied housing units in a census. Housing Unit (HU) A house, townhouse, mobile home or trailer, apart- ment, group of rooms, or single room that is occupied as separate living quarters or, if vacant, is intended for occupancy as separate living quarters. Local Census Office (LCO) A temporary office established to oversee census operations in a specific area. These operations include address listing field work, local recruiting, and visiting living quarters to conduct the 2020 Census. LUCA Local Update of Census Addresses. Prior to the Census, local units of government check the Census Bureau’s address list with their address databases and report changes to the Census Bureau. Mailout/Mailback (MO/MB) A method of data collection in which the U.S. Postal Service delivers questionnaires to housing units, based on geocoded addresses (usually city-style mailing addresses) recorded in the Census Bureau’s Master Ad- dress File. Residents are asked to com- plete and mail the questionnaires to a specified data capture center. Organizing Complete Count Committees 44 Mail Return Rate (MRR) The total number of households returning a ques- tionnaire by mail divided by the number of estimated housing units that received a questionnaire by mail or from a census enumerator (the only units that can return a questionnaire). This measure cannot be final- ized until the enumeration is completed, and the final number of occupied housing units is determined. Master Address File (MAF) A Census Bureau computer file of every address and physical location, including their geographic locations, that will be used to conduct the next decennial census, as well as some ongoing surveys. This address file is updated throughout the decade and is supplemented by information provided by tribal, state, and local govern- ments. Nonresponse (NR) A housing unit for which the Census Bureau does not have a completed questionnaire and from which the Census Bureau did not receive a telephone or Internet response. Nonresponse Follow-up (NRFU) A field operation designed to obtain a completed interview from households where a questionnaire was not returned. Enumerators will make personal visits to these households to obtain completed interviews. The enumerator will enter respondents’ answers to interview questions or information about the status of the housing unit (for example, vacant or nonexistent). If all attempts to contact the residents of a household are unsuccessful, an enumerator will obtain as much information as possible about the household from a neighbor, building manager, or another reliable source. Partner A partner is a group or individual that commits to par- ticipate in some way with census activities. Partnership An agreement with tribal, state, and local govern- ments, national organizations, and community groups (faith-based organizations, businesses, media, schools, etc.) that allows their active participation in various census activities. Partnership Specialist The Partnership Specialist takes a lead role in outreach and promotional efforts before and during census operations. Their main duties are increasing awareness and outreach in communities and gaining cooperation and participation from those communities. Privacy Act The Privacy Act of 1974 requires that each federal agency advise respondents of their rights. Specifical- ly, every respondent must know under what law the information is being collected, how the information will be used, whether he or she must answer the questions, and the consequences of not answering the questions. Questionnaire Assistance Center (QAC) A center established by a local census office to assist people with completing their questionnaires. For Census 2000, the centers were established in com- munity centers, large apartment buildings, churches, and so forth. The centers are staffed by Census Bureau employees. QAC’s are open when census questionnaires are mailed, about 4 weeks from mid-March to mid-April 2020. Regional Census Center (RCC) One of 12 temporary Census Bu- reau offices established to manage census field office and local census office activities and to conduct geographic programs and support operations. Regional Office (RO) One of 12 permanent Census Bureau offices that direct and advise local census offices for the 2020 Census. The Regional Office also conducts Organizing Complete Count Committees45 one-time and ongoing Census Bureau surveys, such as the Current Population Survey (CPS), which is used to publish unemployment figures each month, and the American Community Survey (ACS), a nationwide survey designed to obtain information similar to long- form data and to provide communities a fresh, more current look at how they are changing. Respondent The person who answers the Census Bureau’s ques- tions about his or her living quarters and its occupants. The respondent is usually the member of the house- hold who owns or rents the living quarters. SDC State Demographic Center, shorthand for the Minneso- ta State Demographic Center, Minnesota’s liaison with the US Census. It is a division of the Minnesota Depart- ment of Administration. Title 13 (U.S. Code) The law under which the Census Bureau operates. This law guarantees the confidentiality of census informa- tion and establishes penalties for disclosing this infor- mation. It also provides the authorization for conduct- ing censuses in Puerto Rico and the Island Areas. Value Added Refers to any service or activity provided by partners that would ordinarily require payment such as room/ space for testing or training, use of staff time, and use of other business resources. 1910 cartoon trumpets Census results, when Minnesota topped 2 million residents for the first time. The 2010 Census count- ed 5.311 million in Min- nesota. The enumeration in 2020? That depends on how well we all do to maximize census participation! COMMUNITY DEVELOPMENT DEPARTMENT 20181115_Tax_Comparison_Memo DATE: December 3, 2018 TO: Columbia Heights City Council FROM: Mitchell T. Forney, Community Development Intern RE: Tax Comparison of Residential Options for the Public Safety Remnant Parcel This memo is in regards to a tax comparison of multiple residential options for the remnant parcel north of the public safety building, located at the intersection of 42nd Avenue NE and Jackson Street NE, more specifically to summarize the findings of the tax comparison. This tax comparison contrasted the tax revenue gained from different potential residential types in the space provided by the public safety remnant parcel. Low medium and high density unit numbers were estimated utilizing the 2040 comprehensive final draft. To set a base for the comparison, 4 sections of single family homes taxes were compiled to create a low density tax average of $9,495.70 paid to the city. For medium and high density properties, an average Taxable Market Value of $200,000 per unit was established. Overall, the city would receive $29,575.92 in taxes from medium density properties and $73,939.80 from high density properties. As long the average Taxable Market Value for high density units is greater than $80,000, high density properties bring in more taxes. Unit Type Acres Number of units Overall Property Taxes City Taxes Received Taxes/Acre Low Density 1.53 11 $ 21,307.03 $ 9,495.70 $ 9,497.22 Medium Density 1.58 22 $ 68,560.80 $ 29,575.92 $ 18,718.94 High Density 1.58 55 $ 171,402.00 $ 73,939.80 $ 46,797.34 Attached is a location map. January 7, 2018 Work Session Item WS7 AERIAL IMAGERY AGENDA SECTION WORK SESSION ITEM NO. WS8 MEETING DATE JANUARY 7, 2019 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Appointment of Council Liaisons and Staff Assignments to City Boards & Commissions and External Boards DEPARTMENT: Administration BY/DATE: Katie Bruno / January 2, 2019 BY/DATE: CITY STRATEGY: N/A Additional Strategy? N/A SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? N/A BACKGROUND: Annually the Council appoints liaisons to City Boards & Commissions as well as assigning delegates to External Boards. City Boards and Commissions include; Library Board, Park & Recreation Commission, Planning Commission, Charter Commission, and the Traffic Commission. External Boards include; The League of Minnesota Cities, Metro Cities, Mississippi Water Management Organization, Rice Creek Watershed Advisory Board, Columbia Heights School District, The Anoka County Joint Law Enforcement Council and Anoka County Fire Protection Council. For reference, the attached resolution lists the 2018 assignments. Councilmembers were asked to indicate their preferences. The following responses were received: 1st Preference 2nd Preference 3rd Preference Buesgens Library Murzyn, Jr. Remain on Planning Commission Novitsky Remain on Park & Recreation Library Planning (Possible conflict) Williams Remain on Library Board Traffic Planning RECOMMENDED MOTION(S): MOTION: Move to waive the reading of Resolution No. 2019- , there being ample copies available to the public. MOTION: Motion to adopt Resolution No. 2019- , appointing liaisons to City Boards & Commissions, and External Boards. ATTACHMENTS: Resolution No. 2018-03 Resolution No. 2019- RESOLUTION NO. 2018-03 A RESOLUTION APPROVING COUNCIL LIAISONS AND STAFF ASSIGNMENTS TO CITY BOARDS & COMMISSIONS AND EXTERNAL BOARDS WHEREAS: Annually the Council appoints liaisons to City Boards & Commissions as well as assigning delegates to External Boards, and WHEREAS: the City council met in a work session to discuss the appointments, NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Columbia Heights, to approve the following appointments: City Boards and Commissions: Library Board Council Liaison Bobby Williams Park & Recreation Commission Council Liaison Nick Novitsky Planning & Zoning Commission Council Liaison John Murzyn, Jr. Traffic Commission Council Liaison Connie Buesgens Charter Commission Council Liaison Connie Buesgens External Boards: The League of Minnesota Cities Delegate Connie Buesgens Alternate Nick Novitsky Metro Cities Delegate Connie Buesgens Alternate Nick Novitsky Mississippi Water Management Organization Delegate Donna Schmitt Alternate Linda Johnson (Hilltop) Rice Creek Watershed Advisory Board Delegate Bobby Williams Alternate Kevin Hansen The Anoka County Joint Law Enforcement Council Delegate Donna Schmitt Alternate Lenny Austin Anoka County Fire Protection Council Delegate John Murzyn, Jr. Alternate Kelli Bourgeois Columbia Heights School District Liaison Delegate Nick Novitsky RESOLUTION NO. 2019- A RESOLUTION APPROVING COUNCIL LIAISONS AND STAFF ASSIGNMENTS TO CITY BOARDS & COMMISSIONS AND EXTERNAL BOARDS WHEREAS: Annually the Council appoints liaisons to City Boards & Commissions as well as assigning delegates to External Boards, and WHEREAS: the City council met in a work session to discuss the appointments, NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Columbia Heights, to approve the following appointments: City Boards and Commissions: Library Board _____________________________________ Park & Recreation Commission _____________________________________ Planning & Zoning Commission _____________________________________ Traffic Commission _____________________________________ Charter Commission _____________________________________ External Boards: The League of Minnesota Cities Delegate ____________________ Alternate ____________________ Metro Cities Delegate ____________________ Alternate ____________________ Mississippi Water Management Organization Delegate ____________________ Alternate ____________________ Rice Creek Watershed Advisory Board Delegate ____________________ Alternate ____________________ The Anoka County Joint Law Enforcement Council Delegate ____________________ Alternate ____________________ Anoka County Fire Protection Council Delegate ____________________ Alternate ____________________ Columbia Heights School District Liaison Delegate ____________________ Donna Schmitt, Mayor Passed this 14th day of January, 2019 Offered by: Seconded by: Roll Call: Attest: Katie Bruno, City Clerk/Council Secretary AGENDA SECTION WORK SESSION ITEM NO. WS9 MEETING DATE JANUARY 8, 2018 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Appointments to Fire Relief Association Board of Trustees DEPARTMENT: Administration BY/DATE: Katie Bruno BY/DATE: BACKGROUND: State Statute 424a.04 mandates that the City Council annually appoint two trustees to the Columbia Heights Volunteer Firefighters Relief Association board of trustees. Under the Statute one of the trustees must be an elected official and the other can be an elected or appointed official. STAFF RECOMMENDATION: At the January 7, 2019 work session it was determined to appoint ____________ and _____________to the board of trustees. RECOMMENDED MOTION(S): Move to appoint ______________ and ________________to the Columbia Heights Volunteer Firefighters Relief Association Board of Trustees for 2019. AGENDA SECTION WORK SESSION ITEM NO. MEETING DATE JANUARY 7, 2019 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Purchase of new Self Contained Breathing Apparatus (SCBA) for the Fire Department DEPARTMENT: Fire BY/DATE: Gary Gorman 12/28/2018 BY/DATE: CITY STRATEGY: #7: Strong Infastructure/Public Services Additional Strategy? Chhhhh hh hhhhh SHORT TERM GOAL (IF APPLICABLE): Chhhhh hh hhhhh Additional Goal? Chhhhh hh hhhhh BACKGROUND: Current Fire Department SCBA was purchased in 2004 in a cooperative purchasing agreement with the Anoka-Champlain and Fridley Fire Departments. At fifteen years old the air cylinders have met their maximum life. Due to age, other parts of the air packs are starting to fail and repairs are on the rise. After looking at different manufacturers it was decided to stay with the MSA brand. Firefighters met with the MSA vendor who demonstrated the new packs and its many features. An SCBA pack was left at the station for a couple of weeks for firefighters to try on and evaluate. A quote was produced with all the features and additional accessories requested. STAFF RECOMMENDATION: Staff recommends the purchase of the Self Contained Breathing Apparatus with the additional accessories per the attached quote. The MSA vendor in this area is Emergency Response Solutions of East Bethel, MN. The purchase of the packs will be through the Houston-Galveston Purchasing Cooperative. The purchase will be from the Capital Equipment fund and was approved as part of the 2019 Fire Department budget. RECOMMENDED MOTION(S): Move to approve the purchase of Self Contained Breathing Apparatus with additional accessories for the amount of $213,954.75 from Emergency Response Solutions, LLC of East Bethel, MN and authorize the Mayor and City Manager to enter into an agreement for the same. ATTACHMENTS: Quote WS10 ““RReessppoonnssee iiss oouurr MMiiddddllee NNaammee”” EEmmeerrggeennccyy RReessppoonnssee SSoolluuttiioonnss,, LLLLCC 4817 Viking Blvd. NE Ste 102, East Bethel, MN 55092 Phone 651-464-1010 October 23rd, 2018 Columbia Heights Fire Department 825 41st Avenue NE Columbia Heights, MN 55421 H-GAC EE08-17 Contract information: This letter is to provide proof that Emergency Response Solutions, LLC (Assignee) currently has a Contract Assignment and Assumption Agreement made by and between the Houston- Galveston Area Council of Governments (H-GAC), and Mine Safety Appliances Company, LLC (Contractor). The Contractor (MSA) entered into a cooperative purchasing contract, EE08-17, with H-GAC for the sale of Emergency Medical & Rescue Equipment to various End User governmental agencies participating in H-GAC’s Cooperative Purchasing Program. The Contractor (MSA) assigns the performance of its obligations under the Contract to Assignee (ERS) for cooperative purchasing business in the State of Minnesota. The Assignee (ERS) shall perform as stipulated in the original Contract and comply with all the terms and conditions set forth, and the Contractor (MSA) will continue as originally contracted with H-GAC. Emergency Response Solutions agrees to accept this assignment, and H-GAC concurs. Sincerely, Kevin Kreuger Sales Administrator ““RReessppoonnssee iiss oouurr MMiiddddllee NNaammee”” EEmmeerrggeennccyy RReessppoonnssee SSoolluuttiioonnss,, LLLLCC 4817 Viking Blvd. NE Ste 102, East Bethel, MN 55092 Phone 651-464-1010 H-GAC PURCHASE QUOTE PREPARED FOR: C OLUMBIA HEIGHTS FIRE DEPARTMENT (HGAC CONTRACT EE-08-17) QUANTITY: DESCRIPTION: UNIT PRICE: TOTAL: CARRIER HARNESS CONFIGURATION: 25 MSA G1 GLOBAL SCBA FIRE SERVICE EDITION. 2013 NFPA COMPLIANT. 15 YEAR WARRANTY. AT O G1FS- 442MA2C2LCR 4 - 4500 PSIG SYSTEM PRESSURE 4 - CGA QUICK CONNECT REMOTE CONNECTION 2 - STANDARD HARNESS WITH CHEST STRAP M -METAL CYLINDER BAND A - ADJUSTABLE SWIVELING LUMBAR PAD 2 - SOLID COVER REGULATOR, LEFT SHOULDER C - CONTINUOUS REGULATOR HOSE 2 - EXTENDAIRE II EMERGENCY BREATHING SUPPORT L - LEFT CHEST VOICE AMP SPEAKER MODULE C - RIGHT SHOULDER PASS W / TELEMETRY AND STANDARD CONTROL MODULE R - RECHARGEABLE BATTERY TYPE -(1) BATTERY INCLUDED W / EVERY CARRIER PURCHASED *FACE PIECE AND CYLINDER PURCHASED SEPARATELY BELOW. $6,106.01 $152,650.25 CARRIER HARNESS OPTION: 25 ADD 10175021-SP INTEGRATED THERMAL IMAGING CAMERA CONTROL MODULE UPGRADE KIT, 4500 PSIG (PROMOTIONAL PRICE ONLY, OFFER EXPIRES ON 12/07/2018) $850.00 $21,250.00 CYLINDER OPTION: 25 MSA 10175707 G1- 4500 PSIG, 30 MIN LOW PROFILE $721.23 $18,030.75 ““RReessppoonnssee iiss oouurr MMiiddddllee NNaammee”” EEmmeerrggeennccyy RReessppoonnssee SSoolluuttiioonnss,, LLLLCC 4817 Viking Blvd. NE Ste 102, East Bethel, MN 55092 Phone 651-464-1010 SUPER LITE CYLINDER W / CGA QUICK CONNECT ADAPTER 25 MSA 10175707 G1- 4500 PSIG, 30 MIN LOW PROFILE SUPER LITE CYLINDER W / CGA QUICK CONNECT ADAPTER *FOR EVERY (1) CYLINDER PURCHASE ABOVE AT $721.23, A SECOND CYLINDER WILL BE PROVIDED AT $N/C. $N/C $N/C FACE PIECE: 35 MSA 10161810 G1 GLOBAL FACE PIECE FIRE SERVICE EDITION W/ INTERNAL HEADS UP DISPLAY (HUD). 2013 NFPA COMPLIANT. 15 YEAR WARRANTY. AT O G1FP- FM1M*C1 F - FIRE SERVICE EDITION M -MEDIUM SIZE FACE PIECE 1 - HYCAR RUBBER COMPOSITION M -MEDIUM NOSE CUP *4 OR 5 - 4 (OR 5 PT) ADJUSTABLE KEVLAR HEAD HARNESS C - FLAME AND HEAT RESISTANT CLOTH NECK STRAP 1 - FIXED “PUSH-TO-CONNECT” REGULATOR CONNECTION $272.85 $9,549.75 6 MSA 10148741-SP SPARE RECHARGEABLE BATTERY(S) $242.72 $1,456.32 1 MSA 10158385 KIT, (6) POSITION CHARGING STATION, G1 SCBA $441.58 $441.58 4 MSA 10162403 QUICK CONNECTOR W / SCBA’S INC. HE ¼-FF-S ¼” M NPT HEX NIPPLE, MNPT X MNPT ADAPTER FOR FILL STATION $326.25 $1,305.00 2 MSA 10165336 RIT CONVERSION KIT W / G1 REGULATOR AND RESCUEAIRE II SYSTEM *MSA RIT BAG AND FACE PIECE SOLD SEPARATELY* $819.95 $1,639.90 2 MSA 10156426-SP G1- 4500 PSIG, 60 MIN LOW PROFILE SUPER LITE CYLINDER W / CGA THREADED CONNECTION $1,075.56 $2,151.12 ““RReessppoonnssee iiss oouurr MMiiddddllee NNaammee”” EEmmeerrggeennccyy RReessppoonnssee SSoolluuttiioonnss,, LLLLCC 4817 Viking Blvd. NE Ste 102, East Bethel, MN 55092 Phone 651-464-1010 1 MSA 10169711 G1 RIT SYSTEM COMPLETE W/ TRUE NORTH L-2 RIT BAG, 4500 PSI, QUICK CONNECT, FACEPIECE, PURGE COVER REGULATOR, 6’ QUICK FILL & EXTENDAIRE II SYSTEMS, REMOTE GAUGE, URC, W / MSA 10156422-SP 2216 PSIG, 30 MINUTE CYLINDER $4,598.08 $4,598.08 6 MSA 10126797 G1, SCBA HARD CARRYING CASE, STANDARD, BLACK IN COLOR $147.00 $882.00 SUB-TOTAL: $213,954.75 OPTIONAL EQUIPMENT: 1 OR MORE MSA 10144230 SPECTACLE KIT FOR G1 FACE PIECE $116.15 1 OR MORE MSA 10072240 TELEMETRY BASE STATION KIT (ONLY NEEDED IF TELEMETRY OPTION IS CHOSEN ON SCBA) $1,525.59 PER MEMBER MSA 10083875 TELEMETRY TAG / FOBS (ONLY NEEDED IF TELEMETRY OPTION IS CHOSEN ON SCBA) $28.23 PER MEMBER 1 OR MORE MSA 10158407 G1 RFID READER/W RITER KIT (ONLY NEEDED IF TELEMETRY OPTION IS CHOSEN ON SCBA) $441.58 TRAINING: ALL MEMBERS IN-SERVICE SCBA TRAINING WILL BE PROVIDED BY A FACTORY TRAINED INSTRUCTOR IN A CLASSROOM SETTING DURING A TIME AGREED UPON BY THE NEW PRAGUE FIRE DEPARTMENT. THIS INCLUDES A CUSTOMIZED POWER POINT PRESENTATION, AS WELL AS INDIVIDUAL HANDS-ON TRAINING UNTIL EVERY MEMBER IS COMPETENT ON THE COMPLETE USE OF THE SCBA. HANDS-ON TRAINING WILL INCLUDE, BUT IS NOT LIMITED TO: -EQUIPMENT FUNCTION AND OPERATION -DONNING AND DOFFING OF EQUIPMENT -CLEANING AND DECONTAMINATION OF EQUIPMENT -INSPECTION AND FUNCTIONAL TESTING OF EQUIPMENT -W ARRANTY INFORMATION AND REPAIR/REPLACEMENT PROCEDURES A CUSTOMIZED POWER POINT FILE WILL BE PROVIDED TO THE DEPARTMENT FOR FUTURE REVIEW AS NEEDED AT $N/C. $N/C $N/C FIT TESTING: ALL MEMBERS INITIAL QUANTITATIVE FACE PIECE FIT TESTING (WITH PRINTED REPORT) SHALL BE PROVIDED AT $N/C AND WILL $N/C $N/C ““RReessppoonnssee iiss oouurr MMiiddddllee NNaammee”” EEmmeerrggeennccyy RReessppoonnssee SSoolluuttiioonnss,, LLLLCC 4817 Viking Blvd. NE Ste 102, East Bethel, MN 55092 Phone 651-464-1010 INCLUDE VARIOUS SIZES OF FACE PIECE ASSEMBLIES TO INSURE PROPER FIT FOR ALL MEMBERS PRIOR TO THE IN- SERVICE AND USE OF ALL SCBA EQUIPMENT. $N/C FREIGHT AND DELIVERY $N/C $N/C GRAND TOTAL: $TBD EMERGENCY RESPONSE SOLUTION’S RETURN POLICY: *ALL RETURNS ARE SUBJECT TO EMERGENCY RESPONSE SOLUTIONS’ RETURN POLICY - SPECIAL ORDER ITEMS CAN NOT BE CANCELLED OR RETURNED **ANY 2018 NFPA STANDARD AND COMPLIANCY CHANGES THAT ARE SET FORTH WILL BE UPGRADED FREE OF CHARGE TO THE PURCHASING CUSTOMER AND WILL NOT VOID ANY WARRANTY SET BY MSA Quote Expires: 30 Days Date of Quotation: 10-24-2018 We appreciate the opportunity to earn your Business! AGENDA SECTION WORK SESSION ITEM NO. WS12 MEETING DATE JANUARY 7, 2019 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Appointment of Council President for 2019 DEPARTMENT: Administration BY/DATE: Katie Bruno / January 2, 2019 BY/DATE: CITY STRATEGY: N/A Additional Strategy? N/A SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? N/A BACKGROUND: Section 10 of the City Charter states that a council president shall be chosen who shall serve as president in the Mayor’s absence. The Council discussed this appointment at a work session on January 7, 2019. In recent years, the following appointments were made: 2018 Councilmember Novitsky 2017 Councilmember Murzyn, Jr. 2016 Councilmember Nawrocki RECOMMENDED MOTION(S): MOTION: Motion to appoint Councilmember _______________ as Council President for 2019. AGENDA SECTION WORK SESSION ITEM NO. WS13 MEETING DATE JANUARY 7, 2019 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Designation of Legal Newspaper DEPARTMENT: Administration BY/DATE: Katie Bruno / January 2, 2019 CITY STRATEGY: N/A Additional Strategy? Choose an item. SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? Choose an item. BACKGROUND: Annually the City Council designates an official newspaper for publishing of legal notices and other required publications. The City Charter Chapter 12, Section 10 and State Statute 331A addresses the requirements of a legal newspaper, some of the requirements include that the newspaper: •Be published at least twice a month •Be registered with the Secretary of State’s office •Be circulated in the political subdivision which it purports to serve •Have its known office of issue established in either the county in which it lies, or the political subdivision which the newspaper purports to serve •File a copy of each issue immediately with the State Historical Society •Submit to the secretary of state by December 31 a filing containing the newspaper’s name, address of its known office of issue, telephone number, and a statement that it has complied with all of the requirements of this section and paid the fee. •It shall annually designate a newspaper of general circulation in the city as the official paper in which shall be published such measures and matters as are by the constitution and laws of this state required to be so published, and such other matters as the council may deem it wise to have published in this matter, or in lieu thereof it may establish a municipal publication, which shall then be the official newspaper. Sun Media submitted a letter of interest for 2019. The fees are unchanged from 2018; $11.00 per column inch for first insertion and $7.00 per column inch, for each subsequent insertion. STAFF RECOMMENDATION: Staff recommends designating the Sun Focus as the official legal newspaper for 2019. RECOMMENDED MOTION(S): Motion to designate the Sun Focus as the City of Columbia Heights official legal newspaper for 2019. ATTACHMENTS: Bid Letter from Sun Media