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Home My WebLink About03-07-2016 WS MinutesMeeting of: Date of Meeting: Time of Meeting: Location of Meeting: Purpose of Meeting: CALL TO ORDER /ROLL CALL The meeting was called to order at 7:21 PM COLUMBIA HEIGHTS CITY COUNCIL March 7, 2016 7:00 PM (Following the Public Improvement Hearings) Conference Room #1 WORKSESSION Present: Mayor Peterson, Councilmembers Murzyn Jr, Williams, Nawrocki and Schmitt Also Present: City Manager Walt Fehst, Kevin Hansen, Renee Dougherty, Gary Gorman, Kelli Bourgeois, and Katie Bruno City Library_: Construction update: Director of Public Works Kevin Hansen reported the library project is on schedule, samples of the brick and stone were shared with the Council. The Library Board is anticipating a June 18th Grand opening. Samples of furniture and interior finishes were available for review. FF &E bids: Bids for Fixtures Furniture & Equipment have come in $140,000 under the budgeted amount. Existing Library:: Director Hansen reported the City has looked at annual cost to operate the existing library building, estimated at $50,872. Future significant improvement costs include a new roof and a new air handling unit in the next few years. Director Hansen reported the City has been working with CORE Commercial Real Estate, a market analysis was completed. It was reported the location and general structure are good. Challenges include ADA issues, and the location of the elevator. The broker would suggest marketing the building for $650,000. Anoka County has it valued at $598,000. Councilmember Nawrocki asked if the fact that the building was built with federal dollars would cause any problems in selling it. Nawrocki suggested adding the adjacent parking lot, and increasing the asking price. The Council agreed to get the building marketed as soon as practical. Hansen suggested selling some of the equipment as well. Director Hansen requested consideration for a change order to allow for an Automated Material Handling System, at an approximated cost of $65,000. Funds are available in the contingencies budget. 2016 Projects update Street Rehab Projects (Zone 2, 45th Avenue, Stinson Blvd, Seal Coating): Hansen gave an overview of the planned projects, noting 2016 will be very busy, likely taking 2017 off from the street rehab program, continuing in 2018 with Zone 4. Water Tower: Director Hansen reported bids for the Water Tower rehab will be in later in the week. Council was asked for direction regarding design. A couple of renderings were displayed, the council preferred black lettering. The estimated cost is $8,000 for a logo on two sides. Mayor Peterson asked to get a quote to include "City of Peace ". Councilmember Schmitt suggested adding the CH logo on one side, and the "City of Columbia Heights" on the other. Hansen thought that would work, and maybe cost a little less. City Manager Walt Fehst commented that we recently submitted an application for an "All American City" award, and if needed, could that be added. 2016 Water Main Clean & Line: Director Hansen reported approximately 4,800 feet of water main will be cleaned and lined in the area of 49th Ave from Central Ave to Reservoir Blvd and 40th Ave from Arthur to Hayes, and Arthur from 40th to 43rd Circle Terrace Park Improvements Director Hansen reported that LaBelle Park was completed in 2015. Money was budgeted in 2016 for regrading, new playground equipment, and a new % court area. 2016 Planning Projects HSIP Project on Central — Lighting and Sidewalks 47th to 51St A grant was received for safety improvements along Central Ave between 47th and 51St. Improvements include improved lighting and sidewalk renovation. Estimated cost is $800,000, the grant from MNDCT would pay for 90% of the cost. Councilmember Murzyn, Jr. suggested going further south than 47th Ave. Hansen stated council can determine the location as the plans are developed. 53rd Avenue west of Central (joint w/ City of Fridley) —funding application Staff is requesting support for joint applications with the City of Fridley for State or Federal funding for the proposed project of a roundabout and raised median on 53rd Avenue, west of Central. Hansen reported this area has a very high crash rate. 37th Avenue Reconstruction (joint w/ City of Minneapolis) — funding application Director Hansen explained the City of Minneapolis is interested in a joint project, and will be meeting with them soon. Traffic Signals: 37th at TH47 & TH65; 40th @ TH65; Painting existing poles on TH65 Director Hansen reported the cost to repaint traffic signals along Highway 65 is approximately $18,000 per intersection, paid for by the City. Photos of various intersections were displayed. The City would consider getting bids for three intersections; at 41St, 44th and 45th or 47th. Councilmember Nawrocki asked if they traffic poles could be touched up. Hansen noted because of paint fading touch up is not recommended. Discussion regarding the purchase and Installation of Warning Sirens Fire Chief Gary Gorman reported the City currently has four warning sirens. Two of the sirens were purchased and installed in 1995. The other two sirens were purchased and installed in 1973. These two older sirens are 43 years old and have maintenance problems that have brought them to the end of their useful life. In 2015 the Fire Department had mapping done using technology that included topography. The mapping showed that the current locations of the sirens did not adequately cover the entire City, especially the southeast quadrant. Staff has received quotes from three companies for two new Federal 2001 -130 rotating sirens and control boxes. These are the modern version of our 1995 rotating sirens. Staff has also received quotes for the installation and moving of the sirens as needed. The total amount is within the approved budget amount of $46,000. Public Works will perform the ground restoration as needed. Discussion related to adoption of the State's Record Retention Policy City Clerk Katie Bruno reported The City Council adopted the current Columbia Heights Records Retention Schedule in 1999. It appears the current schedule is modeled after the State's City General Record's Records Retention Schedule with some modifications. Councilmember Schmitt questioned the current policy for email. Kelli Bourgeois, Human Resource Director /Assistant to the City Manager reported email are retained through the city's IS department. Bourgeois also noted some emails fall into a specific retention document. Councilmember Nawrocki asked for a summary of the Records Retention schedule. Bruno stated the schedule addresses a variety of documents the city may have on hand, and how long we are required to keep them. Discussion related to Advisory Commission Appointments The council appointed Adam Schill to serve on the Planning & Zoning commission with a term ending April 1, 2017. Nick Novitski was selected to serve on the Traffic Commission with a term ending April 1, 2019. Discussion regarding change in Polling Location Precinct 3 Councilmember Nawrocki questioned if the library can accommodated the extended polling place hours. City Manager Walt Fehst commented that the community room will have separate access from the library. Meeting Adjourned at 9:16 PM Respectively Submitted, OctiI 6�� Katie Bruno, Council Secretary /City Clerk