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HomeMy WebLinkAbout09-09-2019 CCPMayor Donna Schmitt Councilmembers Robert A. Williams John Murzyn, Jr. Connie Buesgens Nick Novitsky City Manager Kelli Bourgeois www.columbiaheightsmn.gov AGENDA CITY COUNCIL MEETING CITY HALL – COUNCIL CHAMBERS 590 40th AVE NE MONDAY, SEPTEMBER 9, 2019 7 PM 1.CALL TO ORDER/ROLL CALL 2.INVOCATION Invocation provided by Bob Lyndes, Crest View. 3.PLEDGE OF ALLEGIANCE 4.MISSION STATEMENT Our mission is to provide the highest quality public services. Services will be provided in a fair, respectful and professional manner that effectively address changing citizen and community needs in a fiscally-responsible manner. 5.APPROVAL OF AGENDA (The Council, upon majority vote of its members, may make additions and deletions to the agenda. These may be items brought to the attention of the Council under the Citizen Forum or items submitted after the agenda preparation deadline.) 6.PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS A.Constitution Week Proclamation B.Domestic Violence Awareness Month Proclamation 7.CONSENT AGENDA (These items are considered to be routine by the City Council and will be enacted as part of the Consent Agenda by one motion. Items removed from consent agenda approval will be taken up as the next order of business.) A.Approve Minutes of the City Council MOTION: Move to approve the minutes of the City Council Meeting of August 26, 2019. B.Accept Board and Commission Meeting Minutes MOTION: Move to accept the EDA minutes from August 5, 2019. MOTION: Move to accept the Library Board minutes from August 7, 2019. MOTION: Move to accept the Planning Commission minutes from August 7, 2019. C.Approve new Personnel Policy MOTION: Move to approve the new Personnel Policy effective immediately. D.Approve new Family and Medical Leave Policy MOTION: Move to approve the new Family and Medical Leave Policy effective January 1, 2020. 1 Pg.4 Pg.5 Pg.6 Pg.12 Pg.32 Pg.34 Pg.43 Pg.91 City of Columbia Heights September 9, 2019 City Council Agenda Page 2 E.Approve City Council Handbook MOTION: Move to approve the City Council Handbook as presented. F.Approve Business License Applications MOTION: Move to approve the items as listed on the business license agenda for September 9, 2019 as presented. G.Review of Bills MOTION: Move that in accordance with Minnesota Statute 412.271, subd. 8 the City Council has reviewed the enclosed list of claims paid by check and by electronic funds transfer in the amount of $524,753.32. MOTION: Move to approve the Consent Agenda items. 8.PUBLIC HEARINGS A.Resolution 2019-70, approving a Conditional Use Permit for the property located at 3836 Stinson Blvd. NE MOTION: Move to waive the reading of Resolution 2019-70, there being ample copies available to the public. MOTION: Move to approve Resolution No. 2019-70, approving a Conditional Use Permit for the property located at 3836 Stinson Blvd. NE., subject to certain conditions of approval B.Resolution 2019-72, approving a Preliminary Plat for the property located at PID 35-30-24-43-0125 (unassigned address) known as “the remnant parcel”. MOTION: Move to waive the reading of Resolution No. 2019-72, there being ample copies available to the public. MOTION: Move to approve Resolution No. 2019-72, approving a Preliminary Plat for the property located at PID 35-30-24-43-0125 (unassigned address) known as “the remnant parcel”. C.Resolution 2019-71, approving a Conditional Use Permit, Site Plan and Variances for the property located at 4141 University Ave NE. MOTION: Move to waive the reading of Resolution No. 2019-71, there being ample copies available to the public. MOTION: Move to approve Resolution No. 2019-71, approving a Conditional Use Permit, Site Plan and Variances for the property located at 4141 University Ave NE. 9.ITEMS FOR CONSIDERATION A.Other Ordinances and Resolutions a.Resolution 2019-67 adopting a proposed budget for the year 2020, setting the proposed city levy, approving the HRA levy, approving a tax rate increase, and establishing a budget hearing date for property taxes payable in 2020. MOTION: Move to waive the reading of Resolution 2019-67, there being ample copies available to the public. MOTION: Move to adopt Resolution 2019-67, being a resolution adopting a proposed budget for the year 2020, setting, the proposed city levy, approving the HRA levy, approving a tax rate increase, and establishing a budget hearing date for property taxes payable in 2020 of December 9, 2019, at approximately 7:00 pm in the City Council Chambers. b.Resolution 2019-68 authorizing the issuance of conduit revenue bonds (Prodeo Academy Project). MOTION: Move to waive the reading of Resolution 2019-68, there being ample copies available to the public. MOTION: Move to approve Resolution 2019-68, a resolution authorizing the issuance of conduit revenue bonds for the benefit of Friends of Prodeo Inc. and Prodeo Academy; and authorizing the execution and delivery of conduit revenue bonds and related documents. B.Bid Considerations C.New Business and Reports 2 Pg.104 Pg.166 Pg.168 Pg.204 Pg.218 Pg.242 Pg.320 Pg.325 PROCLAMATION Constitution Week: September 17-23, 2019 WHEREAS, September 17, 2019, marks the two hundred and thirty-second anniversary of the drafting of the Constitution of the United States of America by the Constitutional Convention; and WHEREAS, It is fitting and proper to accord official recognition to this magnificent document and its memorable anniversary; and to the patriotic celebrations which will commemorate the occasion; and WHEREAS, Public Law 915 guarantees the issuing of a proclamation each year by the President of the United States of America designating September 17 through 23 as Constitution Week, NOW, THEREFORE I, Donna Schmitt by virtue of the authority vested in me as Mayor of the City of Columbia Heights do hereby proclaim the week of September 17 through 23, 2019 as CONSTITUTION WEEK and ask our citizens to reaffirm the ideals of the Framers of the constitution had in 1787 by vigilantly protecting the freedom guaranteed to us through this guardian of our liberties, remembering that lost rights may never be regained. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City to be affixed this ninth day of September of the year of our Lord two thousand nineteen. ________________________________ Donna K. Schmitt, Mayor September 9, 2019 4 PROCLAMATION Domestic Violence Awareness Month: October 2019 WHEREAS, the community problem of domestic violence has become a critical public health and welfare concern in Anoka County; and WHEREAS, domestic violence is a crime, the commission of which will not be tolerated in Anoka County and perpetrators of said crime are subject to prosecution and conviction in accordance with the law; and WHEREAS, over thousands of women, men, and children have and will continue to access assistance from Alexandra House, Inc., a domestic violence service provider; and WHEREAS, domestic violence will be eliminated through community partnerships of concerned individuals and organizations working together to prevent abuse while at the same time effecting social and legal change; and WHEREAS, October is National Domestic Violence Awareness Month; and WHEREAS, during National Domestic Violence Awareness Month, Anoka County organizations will inform area residents about domestic violence, its prevalence, consequences and what we, as a concerned community can do to eliminate its existence. NOW, THEREFORE, BE IT RESOLVED AND KNOW TO ALL I, Donna Schmitt, Mayor of the City of Columbia Heights do hereby proclaim the month of October 2019 as DOMESTIC VIOLENCE AWARNESS MONTH IN THE CITY OF COLUMBIA HEIGHTS ________________________________ Donna K. Schmitt, Mayor September 9, 2019 5 OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS CITY COUNCIL MEETING AUGUST 26, 2019 The following are the minutes for the regular meeting of the City Council held at 7:00 pm on Monday, August 26, 2019, in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, Minnesota. 1. CALL TO ORDER/ROLL CALL Mayor Schmitt called the meeting to order at 7:00 pm. Present: Mayor Schmitt, Councilmember Buesgens, Councilmember Murzyn, Jr., Councilmember Novitsky, Councilmember Williams Also Present: Kelli Bourgeois, City Manager; Kevin Hansen, Public Works Director; Jim Hoeft, City Attorney; Rachel James, First Lutheran Church; Dan O’Brien, Fire Captain; Joan Pilaczynski; Jane Polley, Columbia Heights Library Foundation; Charlie Thompson, Fire Chief, and family and Fire Department members; Nicole Tingley, City Clerk; Jeffrey Alan Wagner; Jackie Zillmer, Assistant Finance Director 2. INVOCATION Invocation provided by Rachel James, Director of Children, Youth and Family Ministries at First Lutheran Church 3. PLEDGE OF ALLEGIANCE 4. MISSION STATEMENT, Read by Mayor Schmitt Our mission is to provide the highest quality public services. Services will be provided in a fair, respectful and professional manner that effectively address changing citizen and community needs in a fiscally responsible manner. 5. APPROVAL OF AGENDA Mayor Schmitt reported the addition of Items 6B, Library Foundation Board Spaghetti Dinner, and 6C, Big Brothers and Big Sisters and Sheridan Story. Motion by Councilmember Buesgens, seconded by Councilmember Murzyn, Jr., to approve the agenda as amended. All Ayes, Motion Carried 5-0. 6. PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS A. Introduction of New Fire Chief Charlie Thompson Manager Bourgeois introduced and welcomed Charlie Thompson as the new Columbia Heights Fire Chief, who previously served in the same position from 1999 to 2005. Chief Thompson thanked the Council and City staff for the opportunity to serve the City again along with the entire Fire Department. B. Library Foundation Spaghetti Dinner Jane Polley announced the Columbia Heights Library Foundation Spaghetti Dinner annual fundraiser on Wednesday, September 11, 4:30-7:00 pm at Murzyn Hall. Tasty Pizza will make the spaghetti entre and salad, and Culvers will donate ice cream. Adult tickets are $8, $5 for children under 12 years, and free for children under 5 years old. She said the Foundation raises money for projects and programs not funded by the City, and the fundraiser spaghetti dinner assists the Library in continuing to serve the City of Columbia Heights with emphasis in promoting literacy and education. 6 City Council Minutes August 26, 2019 Page 2 C. Big Brothers and Big Sisters and Sheridan Story Rachel James reported Big Brothers and Big Sisters provides school-based mentoring for students at Highland Elementary and Valley View Elementary schools, and there is mentorship opportunity once a week for one hour over lunch at each school. There is a waiting list of students seeking mentoring, and those interested in serving as weekly mentors can access all needed information on the Big Brothers and Big Sisters website. She also reported that Sheridan Story provides food bags for children who don’t have enough food on weekends. They are being distributed at Highland Elementary, Valley View Elementary and sometimes at the City of Peace Center on Circle Terrace. Volunteers are needed one Friday per month to pack the bags into student lockers, and those interested can sign up on the Sheridan Story website. 7. CONSENT AGENDA (These items are considered to be routine by the City Council and will be enacted as part of the Consent Agenda by one motion. Items removed from consent agenda approval will be taken up as the next order of business.) Mayor Schmitt announced the removal of Item E, ”Award of Professional Engineering Services for Silver Lake Boat Landing, Project 19-12,” to allow Director Hansen to provide an update. A. Approve Minutes of the City Council MOTION: Move to approve the minutes of the City Council Work Session of August 5, 2019 MOTION: Move to approve the minutes of the City Council Meeting of August 12, 2019 B. Accept Board and Commission Meeting Minutes MOTION: Move to accept the minutes of the Park & Recreation Commission Meeting of April 24, 2019 MOTION: Move to accept the minutes of the Library Board Meeting of July 10, 2019 C. Approve Gambling Permit, Immaculate Conception Church MOTION: Move to direct the City Manager to forward a letter to the State Charitable Gambling Control Board indicating that the City of Columbia Heights has no objection to a gambling permit for Immaculate Conception Church to conduct bingo at an event being held on November 16, 2019, at 4030 Jackson Street NE, Columbia Heights; and, furthermore, that the City of Columbia Heights hereby waives the remainder of the 30-day notice to the local governing body. D. Award of Professional Engineering Services for Pump Station 3 Upgrades, Project 20-10 MOTION: Move to approve the Professional Services Agreement with Bolton & Menk for engineering consultant services for Pump Station 3 Upgrades, Project 20-10, for a cost not to exceed $47,775.00, appropriated from Fund 651-52010-3050. E. Award of Professional Engineering Services for Silver Lake Boat Landing, Project 19-12 Removed 7 City Council Minutes August 26, 2019 Page 3 F. Award of Professional Engineering Services for Silver Lake Station, Project 20-08 MOTION: Move to approve the Professional Services Agreement with WSB & Associates for engineering consultant services for Silver Lake Lift Station Reconstruction in an amount not to exceed $27,930.00, appropriated from Fund 652-52008-3050. G. Establish Date for 2019 Special Assessment Levy Public Hearing for Delinquent Accounts MOTION: Move to establish October 14, 2019, at 7:00 pm as the Special Assessment Levy Public Hearing for Delinquent Accounts, to be held in the Council Chambers. H. Consideration of Approval of Attached List of Rental Housing Applications MOTION: Move to approve the items listed for rental housing license applications for August 26, 2019, in that they have met the requirements of the Property Maintenance Code. I. Approve Business License Applications MOTION: Move to approve the items as listed on the Business License agenda for August 26, 2019, as presented. J. Review of Bills MOTION: Move that in accordance with Minnesota Statute 412.271, subd. 8, the City Council has reviewed the enclosed list of claims paid by check and by electronic funds transfer in the amount of $1,677,812.87. Motion by Councilmember Buesgens, seconded by Councilmember Williams, to approve the Consent Agenda as amended. All Ayes, Motion Carried 5-0. Director Hansen reported on Item E, “Award of Professional Engineering Services for Silver Lake Boat Landing, Project 19-12.” He said the work at Silver Lake is a culmination of a few projects, and the work provided by a 2018 grant for 2019 is now complete with a new water quality feature with both a wet pond and an infiltration basin. The Silver Lake Boat Landing received a Department of Natural Resources grant, and the City would like to receive permission to obtain bids to enable the boat landing to be reconstructed. This project would dovetail well with the work needed to relocate the sewage lift station in 2020. He also will be meeting in September with the lake association to obtain their input regarding the boat landing. Motion by Councilmember Novitsky , seconded by Councilmember Murzyn, Jr. , to approve the Professional Services Agreement with WSB & Associates for engineering consultant services for Silver Lake Boat Landing Reconstruction in an amount not to exceed $48,796.00, appropriated from Fund 412-51912-3050. 8. PUBLIC HEARINGS A. Consideration of revocation of the license to operate a rental unit within the City of Columbia Heights is requested against the rental property at 4321 University Avenue NE for failure to meet the requirements of the Residential Maintenance Code Captain O’Brien reported that there are three outstanding violations against the rental property at 4321 University Avenue NE, which include maintenance repairs not being completed in the allotted time and unpaid associated reinspection fees. 8 City Council Minutes August 26, 2019 Page 4 Mayor Schmitt opened the public hearing. Joan Pilaczynski, Columbia Heights resident, reported that she had addressed the Council in 2016 regarding maintenance issues at 4321 University Avenue NE and nothing from then to now has been done, that the owner apparently doesn’t care about the property and is unaffected by City “threats.” She said her family lives next door to that rental property and those renters use Section 8 vouchers. In addition, the lawn is not maintained and children mowing the long grass do it in chunks because it is so long, with cuttings then being blown into the street, which are left there. Ms. Pilaczynski also reported, in addition, that she had become aware of the owner using a Fridley volunteer to clean the leaf-filled rental house gutters when the volunteer asked to use her hose to do so, who then tossed the clumps to the lawn below and left them to disintegrate. The question, she stated, is whether the landlord is unable financially or physically to maintain the property. She reported that there are trees on the rental property extending onto the power line and numerous bushes and weeds along the property line. Her concern is that in the future her family’s property may not receive a fair price when selling because of the status of the property next door. She asked whether the Housing and Redevelopment Authority accesses the inside of the rental property to check its condition. Lastly, Ms. Pilaczynski complimented and thanked Director Hansen for his quick response in addressing her issues of overgrown University Avenue plantings. Captain O’Brien noted that his staff accessed rental properties every other year and said he would investigate the additional violations at 4321 University Avenue NE which were cited by Ms. Pilaczynski. Motion by Councilmember Buesgens, seconded by Councilmember Williams, to close the public hearing and to waive the reading of Resolution 2019-69, there being ample copies available to the public. All Ayes, Motion Carried 5-0. Motion by Councilmember Buesgens, seconded by Councilmember Murzyn, Jr., to approve Resolution No. 2019-69, being a Resolution of the City Council of the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(A) of the rental license listed. All Ayes, Motion Carried 5-0. 9. ITEMS FOR CONSIDERATION A. Other Ordinances and Resolutions None B. Bid Considerations None C. New Business and Reports a. Conditional Reinstatement of Rental Licenses at 4225 Central Avenue NE and 4229 Central Avenue NE Captain O’Brien reported that the City and property owners of 4225 and 4225 Central Avenue NE have reached an agreement, with Council approval, to reissue a conditional rental license to the two properties based on the owners paying all the fees, resubmitting their rental property applications and correcting all the outstanding violations, which should be completed by October 1. Once the above are completed, rental licenses would be reinstated. 9 City Council Minutes August 26, 2019 Page 5 Councilmember Buesgens expressed concern that the required work on the property from 2016 had not yet been completed and her reluctance to vote for a conditional license, noting that some of the required repairs may take longer than one month to schedule and complete. Captain O’Brien offered reassurance that he had a copy of the contract signed to complete the needed repairs, a requirement for the conditional license. Councilmember Novitsky also expressed concern about perhaps unnecessary work by City staff and Council should repairs not be completed in time and whether the conditional license should be delayed until the work is done. Attorney Hoeft provided information regarding a conditional license and the revocation processes. Councilmember Murzyn, Jr., said he would only support the conditional license as being “one last chance” for these properties. Motion by Councilmember Buesgens, seconded by Councilmember Williams, to issue conditional rental-housing licenses to Annabelle Pedregosa of Walrus Rental Properties, LLC to operate the rental properties located at 4225 Central Avenue NE and 4229 Central Avenue NE, Columbia Heights, MN 55421. All Ayes, Motion Carried 5-0. 10. CITY COUNCIL AND ADMINISTRATIVE REPORTS Councilmember Novitsky attended “Cone with a Cop,” which was well attended. Councilmember Murzyn, Jr., attended the reception for and congratulated Darry Jones on winning the Championship Heavyweight Belt. He said Mr. Jones is a City police officer and works with the youth at City Hall. Councilmember Buesgens attended the Metro Housing and Economic Committee meeting which had a speaker on housing finance, attended the standing-room-only Landlord Meeting which featured an Anoka County speaker concerning legal means to evict, and helped coordinate and attended the Dog Day Afternoon and Pup Strut at Kordiak Park. She also attended the Afghan Independence Day Celebration, the Lions Club Picnic, the Columbia Heights High School Band Room groundbreaking celebration, Officer Nate Bursch’s swearing-in ceremony, volunteered at Sunshine Garden in Lomianki Park and also attended Darry Jones’ reception. Mayor Schmitt attended Metro Cities Policy Committee meeting and the League of Minnesota Cities Board policy meeting, which featured a Public Health speaker (who would be available to discuss Tobacco 21 with the City), and said they will discuss at a future date the Charter policy that is being considered as part of the policy manual. Manager Bourgeois reported the Finance Department presented the 2020 Budget Message and Summary prior to the Council Meeting, of which Councilmembers received copies, and said the first general overview would be conducted by the Finance Director at the September 3 Work Session and the more specific department reviews at the October and November Work Sessions. Council approval of the preliminary levy is tentatively scheduled for the first Council meeting in September but may be bumped to the second meeting, and the final levy wouldn’t be adopted until December. 10 City Council Minutes August 26, 2019 Page 6 Newsletters will be distributed the week of August 26 and a new video was posted on Facebook to the Police Department and City pages regarding pedestrian safety. She also attended Darry Jones’ reception as well as the Dog Day Afternoon event. Two new Police Department employees have been hired: policy officer Nate Bursch and CSO officer Kelvin Yang. 11. COMMUNITY FORUM Joan Pilaczynski, Columbia Heights resident, inquired as to whether there are a lot of residents defaulting on their water bills and whether City water billing could be processed monthly rather than every three months, which might help financially-challenged and elderly residents. Assistant Director Zillmer reported that the City has a policy where delinquent accounts, approximately 3% for Columbia Heights, are assessed annually and delinquent bills are added to their property taxes. Water bills are processed quarterly because of the cost savings to the City, which allows 2,000 to be processed every three months for the 6,000 properties, rather than 6,000 every month. She also said automatic payment and online credit card options are available to residents. Jeffrey Alan Wagner, Columbia Heights resident, said he was confused as to why the rental license was pulled “so quickly” at 4225 and 4229 Central Avenue NE when the owners tried to make the changes requested and there are existing potholes throughout City streets which are not addressed and whether suing the City makes it more advantageous to receive positive outcomes. Mayor Schmitt suggested Mr. Wagner contact either Manager Bourgeois or Captain O’Brien with his concerns. Mr. Wagner stated he had their contact information. 12. ADJOURNMENT Motion by Councilmember Buesgens, seconded by Councilmember Murzyn, Jr., to adjourn. All Ayes, Motion Carried 5-0. Meeting adjourned at 7:56 pm. ___________________________________ Respectfully Submitted, Nicole Tingley, City Clerk/Council Secretary 11 ECONOMIC DEVELOPMENT AUTHORITY (EDA) MINUTES OF THE MEETING OF AUGUST 5, 2019 The meeting was called to order at 6:00 pm by President Szurek. Members Present: Murzyn, Schmitt, Buesgens, Novitsky, Williams, Herringer, and Szurek. Staff Present: Kelli Bourgeois (City Manager), Aaron Chirpich (Community Development Director), and Shelley Hanson (Secretary). Representatives from Ehlers and Alatus were also present. PLEDGE OF ALLEGIANCE- RECITED CONSENT AGENDA 1. Approve the minutes from the Executive Session of May 28, 2019 and from the regular meeting of July 22, 2019. Motion by Buesgens, seconded by Murzyn, to approve the consent agenda as presented. All ayes. MOTION PASSED. BUSINESS ITEMS 1. Façade Improvement Grant Funding Recommendations Chirpich said the following report provides a brief summary of each application, the proposed improvements, and the review committee’s suggestions for funding. Pictures and further context was presented at the EDA meeting. Castle Distributing/Big Stop Mart Big Stop Mart is a small grocery store located at 334 40th Ave NE on the corner of 40th and University, next to Sarna’s. Big Stop Mart has requested new awnings and a door with a window for the side of the building. The awnings would cover the front window facing 40th and the front door facing Sarna’s parking lot. The side door which is being replaced is located further back on the side of the building, facing Sarna’s Parking lot. The awnings have an estimated cost of $2,125 and the door would cost $1,160. Therefore the application would require a reimbursement of $1,642. It is the recommendation of the review committee to fund the awnings in full, but to not fund the side door replacement. The side door is not eminently visible from 40th Avenue, and would not meet the goals laid out in the Façade Improvement Program Guidelines. The cost of the committees suggested action would be a total reimbursement of $1,062. Members agreed with the committee’s recommendation, however, they wanted staff to make sure they are in compliance with sign ordinance requirements before any payments are made. El Tequila El Tequila is a small restaurant located within the strip mall on the North East corner of 40th and Central (4005 Central Ave NE). El tequila has requested new windows for the front of the structure. Currently the windows are made up of multiple smaller panes. El Tequila’s improvement would replace these panes with fewer larger ones which would mirror the type of windows found on the rest of the strip mall. The overall cost of the project is $12,630 which would require a possible reimbursement of $5,000. It is the recommendation of the review committee to fund the window replacement in full. EDA Minutes 12 Page 2 Aug 5, 2019 Embroidery and More Embroidery and more is located at 808 40th Ave NE right next to the old Columbia Heights Library. Embroidery and More is requesting to sandblast and apply stucco to the exterior of the building. The overall cost of the project is $12,645 with a city reimbursement of $5,000. It is the suggestion of the review committee to fund this project in full. The Façade Improvement Grant Program allows for the painting and stuccoing of exterior facades and this project would greatly improve the look of the building and the area. Hairatage Hairatage is located at 530 40th Ave NE on the corner of Summit St NE and 40th Ave. Hairatage is looking to re-stucco the building, add an awning, and add concrete planters to the front of the building. The Proposed Awning would be a bubble awning that covers the entrance to the building along 40th. The proposed project would cost a total of $9,368 with the awning costing $1,440, the Planters costing $2,678, and the stucco costing $5,250. The overall reimbursement would total $4,684. The review committee recommends funding this project in full. All of the proposed improvements would add to the revitalization of the properties on 40th. Heights Chiropractic Heights Chiropractic is located at 4111 Central Ave NE # 105 in the strip mall just north of 41st Ave. Heights Chiropractic is looking to update their signage running along the front of their business. The proposed sign change would cost $3,835 with a reimbursement of $1,917. The review committee suggests not funding this application. It is the role of the Façade Improvement Program to improve existing facades on central and 40th. While the proposed signage looks good it is the same color and close to the same design as the previous sign, therefore not making any substantial improvement to the area. Members agreed with this recommendation. Heights Theatre Heights theatre is located at 3951 Central Ave NE. The proposed project is to fix damaged masonry along the front of the building. Overall the project is estimated to cost $14,430 with a reimbursement of $5,000. All of the improvements are located along the front of the building facing Central Ave. It is the recommendation of the committee to fund the project in whole. This project fits with the original goals of the Façade Improvement Grant Program. Millers Miller’s is located right across the street from city hall at 547 40th Ave NE. Miller’s is looking to install 3 Awnings, 2 awnings on the front of the building facing 40th and one on the side of the building facing Washington. These awnings would match the businesses current color scheme and would have printed words on them. The project cost is estimated at $3,555 with a reimbursement of $1,777. It is the suggestion of the committee to fund this project in full. Even though the side awning is not along 40th Ave the side door is easily visible when traveling East-West along 40th. ORB, LLC ORB is a small discount shop located at 509 40th Ave NE two stores down from Romans Café. ORB is looking to install new windows at a project cost of about $25,850. The reimbursement would meet the max amount of $5,000. The Review committee suggests funding this project in full, this type of project is exactly what the Grant was produced to assist with. Murzyn asked whether we should consider adding a clause to future applications that requires the applicant not to sell the building for a designated EDA Minutes Page 3 13 Aug 5, 2019 period of time. He is concerned that owners may take advantage of “free money” to increase the value of the property in order to sell it for more money. Buesgens and Novitsky didn’t necessarily feel that should be a factor since our goal is to improve the aesthetics of the commercial property along Central and 40th Avenues and the fact that they are willing to also expend money to make improvements achieves that goal. Staff will check closer at the application to verify ownership status of this property before entering into an agreement with them. Sportsman’s Barbers Sportsman’s is located on the Southeast corner of 40th and Central (914 40th Ave NE). Sportsman’s is looking to add a small awning over their front entrance facing 40th Ave. This small project has a cost of $938 with the cities reimbursement at $469. The committee suggests funding this project in full. The Exchange The Exchange is located at 4639 Central Ave NE in the strip mall just south of 47th and Central. The Exchange is looking to replace the current apron/sign with a regular sign along the front of the building. The new sign would cost around $7,855 with a reimbursement of $3,942. It is the suggestion of the committee to not fund this project. The committee believes that the sign proposed does not enhance or improve the façade of the building. Additionally, the property is currently not in compliance with the cities sign code. CAMERAS: The Façade Improvement Committee also met to discuss the installation of security cameras in conjunction with the Façade applications. The police department would like to add cameras to; Heights Theatre, El Tequila, Your Exchange, Castle Distributing/Big Stop Mart, and a separate property that only applied for cameras Dr. Wilken Dentistry located at 700 40th Ave. Staff from Community Development and Public Safety will meet with the individual owners of the selected properties to determine the feasibility of installing cameras at each location. Staff will then secure quotes for the camera installation work. The final scope of work related to the security cameras will be limited by the budget outlined below. SUMMARY: The Façade improvement grant program has $58,777 to spend on improvements in 2019. The chart below provides a summary of the proposed grant funding schedule and total costs. With the committee’s proposal, $27,992 would be spent on Façade Improvements, while $30,785 would be set aside for the installation of cameras. Last year the Façade Improvement Grant Program spent just over $15,000 on façade improvements for 5 businesses along Central Avenue. The grant also spent about $25,000 on the installation of cameras at 4 different businesses. EDA Minutes Page 4 Aug 5, 2019 14 Business Requested Reimbursement Recommended Reimbursement Castle Distributing/Big Stop Mart $1,642 $1,062 El Tequila $5,000 $5,000 Embroidery and More $5,000 $5,000 Hairatage $4,684 $4,684 Heights Chiropractic $1,917 $0 Heights Theatre $5,000 $5,000 Millers $1,777 $1,777 ORB, LLC $5,000 $5,000 Sportsman’s Barbers $469 $469 The Exchange $3,942 $0 Total: $34,431 $27,992 Staff recommends that the EDA give guidance on which applications they would like to fund. Approval of resolution 2019-12 will allow staff to enter into agreements with the selected businesses. Following approval by the EDA, staff will execute individual grant agreement contracts with each applicant. Questions/Comments by members: Buesgens asked if there was a fine for businesses that do not follow the sign ordinance requirements. Chirpich said a warning letter is usually sent and a citation can be issued to those who do not comply. This hasn’t necessarily been a top priority for staff to monitor. Bourgeois stated that during the targeted enforcement that is taking place along Central Avenue, businesses should be given notices if they are breaking the sign ordinance as part of the overall inspection that is being done by staff from various departments. Schmitt said the Planning Commission and staff have talked for years about the need to update the sign ordinance. She suggested it may be a good time to make it more current and clearer to understand. Motion by Herringer, seconded by Williams, to waive the reading of Resolution 2019-12, there being ample copies available to the public. All ayes. MOTION PASSED. Motion by Herringer, seconded by Williams, to adopt Resolution 2019-12, Resolution Approving the form and substance of the Façade Improvement Grant agreement, and approving authority staff and officials to take all actions necessary to enter the authority into Facade Improvement Grant agreements with various grant recipients, subject to staff verifying compliance with the sign code for Big Stop and to verify ORB LLC is the owner of 509 40th Avenue. All ayes. MOTION PASSED. A copy of the agreement is included here that each Business will enter into. EDA Minutes Page 5 Aug 5, 2019 15 RESOLUTION NO. 2019-12 A RESOLUTION OF THE ECONOMIC DEVELOPMENT AUTHORITY OF COLUMBIA HEIGHTS, MINNESOTA, APPROVING THE FORM AND SUBSTANCE OF THE FAÇADE IMPROVEMENT GRANT AGREEMENT, AND APPROVING AUTHORITY STAFF AND OFFICIALS TO TAKE ALL ACTIONS NECESSARY TO ENTER THE AUTHORITY INTO FAÇADE IMPROVEMENT GRANT AGREEMENTS WITH VARIOUS GRANT RECIPIENTS. BE IT RESOLVED BY the Board of Commissioners ("Board") of the Columbia Heights Economic Development Authority (the "Authority") as follows: WHEREAS, the City of Columbia Heights (the “City”) and the Authority have collaborated to create a certain Façade Improvement Grant Program (the “Program”); and WHEREAS, pursuant to guidelines established for the Program, the Authority is to award and administer a series of grants to eligible commercial property owners and/or tenants for the purposes of revitalizing existing store fronts, increasing business vitality and economic performance, and decreasing criminal activity along Central Avenue Northeast, 40th Ave NE, and 38th Ave NE, pursuant to a Façade Improvement Grant Agreement with various property owners and/or tenants (the “Grant Agreement”); and WHEREAS, pursuant to the Program, the City is to coordinate a surveillance camera monitoring program by placing surveillance cameras on some of the storefronts that are part of the Program for the purposes of improving public safety in and around the Central Business District; and WHEREAS, the Authority has reviewed copies of the proposed form of the Grant Agreement. NOW, THEREFORE BE IT RESOLVED that the Authority hereby approves the form and substance of the Grant Agreement, and approves the Authority entering into the Grant Agreement with various grant recipients, as recommended by the Community Development Department of the City, in accordance with the Program guidelines. BE IT FURTHER RESOLVED, that Marlaine Szurek, as the President of the Authority, is hereby authorized, empowered and directed for and on behalf of the Authority to enter into the various Grant Agreements. BE IT FURTHER RESOLVED, that Marlaine Szurek, as the President of the Authority, is hereby authorized and directed to execute and take such action as he/she deems necessary and appropriate to carry out the purpose of the foregoing resolutions. BE IT FURTHER RESOLVED, that these actions shall be effective as of August 5, 2019 ORDER OF ECONOMIC DEVELOPMENT AUTHORITY Passed this 5th day of August, 2019 Offered by: Herringer Seconded by: Williams Roll Call: All ayes Marlaine Szurek, President Attest: Shelley Hanson, Secretary EDA Minutes Page 6 Aug. 5, 2019 FAÇADE IMPROVEMENT GRANT AGREEMENT 16 THIS FAÇADE IMPROVEMENT GRANT AGREEMENT (“Agreement”), dated this _____ day of ______________, 2019 (the “Effective Date”), is entered into by and between [PROPERTY OWNER] a Minnesota [ENTITY TYPE] (the “Grantee”), and the Columbia Heights Economic Development Authority (the “EDA”). RECITALS WHEREAS, Grantee is [the owner of] [a tenant at] certain Property located at __________________ in the City of Columbia Heights (the “City”), Anoka County, Minnesota, and legally described in Exhibit A hereto (the “Property”); WHEREAS, the EDA, in cooperation with the City and its police department, has instituted a Façade Improvement Grant Program (the “Program”) for the purpose of revitalizing existing store fronts, increasing business vitality and economic performance, and decreasing criminal activity; WHEREAS, as part of the Program, the EDA has proposed to make grants of money in the maximum amount of $5,000.00 per parcel of real property, to property owners, tenants, or nonprofit organizations, in order to revitalize, rehabilitate, and restore exterior store fronts within the Central Business District in the City (the “CBD”), increase business vitality and economic performance in the CBD, and in certain instances, to provide monitored surveillance within the CBD; and WHEREAS, Grantee desires to participate in the Program, on the terms and conditions set forth below. NOW, THEREFORE, in consideration of the premises and of the agreements hereinafter contained, the parties agree as follows: 1. Property Improvements: Grantee agrees to complete the improvements at the Property that are identified on Exhibit B attached hereto (the “Improvements”), subject to the following terms and conditions: a. If requested by the EDA, Grantee shall provide plans and specifications to the EDA, detailing the Improvements to be constructed (the “Plans”). If Grantee wishes to revise the Plans, Grantee must submit the revised Plans to the EDA at the address provided herein. The EDA shall give written notice of its approval or disapproval of the revisions to the Plans, and if the EDA does not give such written approval or disapproval within ten (10) business days after receipt of Grantee’s revised Plans, the EDA shall be deemed to have approved the revisions to the Plans. b. The Improvement shall be constructed consistently with the Plans, as the same may be revised pursuant to Section 1(a) herein. The cost to complete construction of the Improvements shall be defined as the “Improvement Costs.” The Improvements shall be completed in a first-class manner, consistent with the Plans, if any, and in compliance with all applicable laws, rules, and regulations. Grantee shall obtain all required permits and approvals from the City and any other governing authority with jurisdiction over the Property related to the construction of the Improvements. The out-of-pocket costs for such permitting and approvals shall be the responsibility of Grantee, provided the same shall be included in the definition of “Improvement Costs,” and subject to the provisions of Section 2 of this Agreement. c. Grantee agrees to commence the Improvements within sixty (60) days following the Effective Date, and to complete the Improvements within six (6) months following the issuance of all necessary building permits, but in no event later than eight (8) months following the Effective Date. EDA Minutes Page 7 Aug 5, 2019 17 2. Payment of Grant Funds: Grantee shall be responsible for making initial payment to all contractors involved in the construction of the Improvements. Upon final completion of the Improvements, Grantee shall make a written request to the EDA for reimbursement of one-half (1/2) of the actual Improvement Costs incurred by Grantee, but in no event shall the reimbursement exceed Five Thousand Dollars ($5,000.00). The written request shall include: a. Proof of final inspection of the Improvements by the City building inspector; b. Before and after photographs of the Property, reflecting the Improvements made (as well as follow-up transmission of electronic files of such photographs), and reflecting that the Improvements were completed consistently with any approved Plans; c. A copy of the final invoice(s) received from the contractor(s) who completed the Improvements; and d. Proof of payment of invoice(s) that comprised the Improvement Costs. Following Grantee’s written request for reimbursement, Grantee shall cooperate with the EDA in delivering to the EDA such follow-up information as is reasonably requested by the EDA in order to review the Improvements and Improvement Costs reimbursement request. Within twenty-one (21) days following receipt of Grantee’s written request for reimbursement of Improvement Costs, the EDA shall: (i) make payment of the reimbursement, (ii) send Grantee written explanation of such other items of information as are needed by the EDA to evaluate the reimbursement request, or (iii) send Grantee written explanation of the EDA’s reasons for denial of repayment of any of Grantee’s requested reimbursement. 3. Liability for Improvements: Neither the City nor the EDA shall in any event be liable to the Grantee, nor to any of its agents, employees, guests or invitees at the Property for, and the Grantee shall indemnify, save, defend, and hold harmless the City and the EDA from, any claims or causes of action, including attorney’s fees incurred by the City or the EDA, arising from defect or claimed defect of any of the Improvements, or arising from any action of the City or the EDA under this Agreement. This section shall survive the termination or expiration of this Agreement. 4. Written Notice: Wherever any notice is required or permitted hereunder, such notice shall be in writing. Any notice or document required or permitted to be delivered hereunder shall be deemed to be delivered when actually received by the designated addressee or regardless of whether actually received or not, when deposited in the United States Mail, postage prepaid, certified mail, return receipt requested, addressed to the parties hereto at their respective addresses, as set forth below, or at such other address as they may subsequently specify by written notice. If to the EDA: Columbia Heights EDA Community Development Department 590 40th Avenue N.E. Columbia Heights, MN 55421 If to Grantee: ____________________ Attn: ________________ ____________________ ____________________ EDA Minutes Page 8 Aug 5, 2019 18 5. Captions; Choice of Law; Etc. The paragraph headings or captions appearing in this Agreement are for convenience only, are not a part of this Agreement, and are not to be considered in interpreting this Agreement. This Agreement constitutes the complete agreement between the parties and supersedes any prior oral or written agreements between the parties regarding the subject matter contained herein. There are no verbal agreements that change this Agreement. This Agreement binds and benefits the parties hereto and their successors and assigns. This Agreement has been made under the laws of the State of Minnesota, and such laws will control its interpretation. IN WITNESS WHEREOF, Grantee and the EDA have signed this Agreement as of the day and year first above written. GRANTEE: [_________________________] a [_______________________] By:____________________________ Name: _________________________ Its:____________________________ Date:__________________________ EDA: COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY By: Name: _________________________ Its:____________________________ Date:__________________________ EXHIBIT A LEGAL DESCRIPTION OF PROPERTY EXHIBIT B PROPERTY IMPROVEMENTS SUBJECT TO 50% REIMBURSEMENT EDA Minutes Page 9 Aug 5, 2019 2. Preliminary Development Agreement with Alatus LLC 19 Chirpich reminded members that on July 22, 2019 the EDA approved the acquisition of the vacant six- story office building located at 3989 Central Avenue NE, and the closing for the purchase occurred on July 31. The EDA has acquired 3989 Central Avenue to facilitate redevelopment of the property along with the adjacent city owned parking ramp. Since May of 2019, the EDA has been working with Alatus LLC as the preferred development partner for the project. The current Alatus concept plans for the site include the following base elements: • 200-270 Luxury Apartments • Underground parking • 20,000 square foot City Hall space • 3,000+ square feet of retail/restaurant space • Amenity deck with pool and complete workout facility • Sixth-floor sky lounge At the July 22 EDA meeting, Alatus presented the Board with visual concept plans for the property and expressed their desire to secure a formal interest in the property in the form of a preliminary development agreement. The Alatus proposal was well received, and the Board directed staff to pursue a contractual agreement with Alatus as the next step in continuing negotiations. Since that meeting, staff has worked with the EDA’s redevelopment council and Alatus to create a preliminary development agreement that is ready for approval. A full copy of the agreement is attached to this report. The primary components of the agreement are as follows: • Alatus is designated as the sole developer for the property during the term of the agreement. • The agreement termination date is May 31, 2020. • The concept plans and core elements of the project are established. • The EDA agrees to explore the use of tax increment financing to support the project. • Alatus will reimburse the EDA for predevelopment planning costs, and an $11,000 escrow will be deposited upon execution of the agreement. SUMMARY: Chirpich stated that ultimately, it is the goal of staff to work as quickly as possible towards a final purchase and redevelopment agreement that will allow for the sale of the property to Alatus. Due to the complex nature of this project, that goal will take several months to realize. The objective of the preliminary development agreement is to formalize a working relationship and negotiation framework with the selected developer. The agreement assures Alatus and the EDA that both parties are committed to working through the due diligence process to achieve a mutually beneficial outcome. Staff recommends that the EDA Board approve the predevelopment agreement with Alatus LLC. Chirpich stated that Stacie Kvilvang from Ehlers and Bob Lux from Alatus were present to answer member’s questions. He went on to say that the City Council will have a more detailed discussion at the work session following this meeting regarding the possibility of locating City Hall on the first floor of the proposed Alatus Development. EDA Minutes Page 10 Aug 5, 2019 Questions/comments from members: 20 Herringer asked if there would be a non-refundable earnest payment made. Kvilvang stated that typically an earnest payment is non-refundable and that will be made at the next step when a purchase agreement is entered into. Herringer stated he loves the plan but is concerned about the possibility of the deal falling apart. He noted that it is costing the City money to continue paying the taxes on the site until someone else actually purchases it. Kvilvang stated that Alatus is committed to this project and will be expending $200,000-$300,000 within the next 45 days for design work, seeking their financing, and making TIF applications. Lux told members he wants to do this as quickly as possible. He acknowledged there is risk involved for both parties, but the vision for the property matches up for Alatus and the City. Williams asked Lux why he didn’t purchase the property from the former owner directly. Lux said he tried to negotiate with the seller to purchase the property, but the talks failed. He explained that when the “Opportunity Zone” designation was bestowed on the property the former owner thought it was worth more. He also included the value of the ramp site, even though he didn’t have control of it at the time. Lux told members that the seller wanted at least one million more than what the City purchased the property for which would have made the development undoable. He said the City had some leverage because they actually retained ownership of the ramp parcel. Herringer asked if it was realistic to transfer the property to Alatus in 45 days. Chirpich said Alatus will be expending funds within the next 45 days to move forward with the plan, but he expects the process to close on the sale to take approximately 6 months. Lux stated there are four components that need to happen first- 1. Entitlements (Site Plan, variance approval, and other Planning processes) 2. The antennas need to be taken off so the demo can take place. 3. TIF and other financing needs to be determined. 4. A decision needs to be made whether City Hall will be included in the final design. Members questioned if there would be a problem getting the antennas off within that timeframe. Chirpich said negotiations were going well and that the company has a strong desire to relocate them as soon as possible. They would like to put up a monopole antenna on the lot behind the Library and have agreed to be off the building by the Spring of 2020. They need to do some soil tests on the new potential location so a Right of Entry agreement will be entered into soon so the testing can commence. Herringer acknowledged it will be faster to get things in place with Alatus rather than having to deal with a new developer. Buesgens stated she is not concerned with owning the building for the short term. She is confident that even if this deal would fall apart for some reason, some other developer would also be interested in the parcel. Motion by Buesgens, seconded by Novitsky, to waive the reading of Resolution 2019-13, there being ample copies available to the public. All ayes. MOTION PASSED. Motion by Buesgens, seconded by Novitsky, to adopt Resolution 2019-13, Resolution approving preliminary development agreement between the Columbia Heights Economic Development Authority and Alatus LLC. All ayes. MOTION PASSED. EDA Minutes Page 11 Aug 5, 2019 COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY RESOLUTION NO. 2019-13 APPROVING PRELIMINARY DEVELOPMENT AGREEMENT 21 BETWEEN THE COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY AND ALATUS LLC BE IT RESOLVED by the Board of Commissioners of the Columbia Heights Economic Development Authority (“Authority”) as follows: 1. Background. 1.01. Alatus LLC (the “Developer”) desires to acquire certain property (the “Property”) owned by the Authority and by the City of Columbia Heights (the “City”), which Property has been the subject of certain preliminary negotiations with the Authority for purposes of constructing a multi-use development on the Property (the “Development”). 1.02. The Authority and the Developer have determined to enter into a preliminary development agreement (the “PDA”), providing for negotiation of a definitive purchase and development contract that will address (among other things) terms under which the Developer will acquire the Property from the Authority and construct the Development on the Property, and the Authority may provide certain financial assistance if warranted to make development by the Developer financially feasible. 1.03. The Board has reviewed the PDA, and has determined that it is in the best interests of the Authority to approve and execute the PDA. 2. Approval of PDA. 2.01. The Authority approves the PDA, and authorizes and directs the President and Executive Director to execute same in substantially the form on file, subject to modifications that do not alter the substance of the transaction and are approved by the President and Executive Director, provided that execution of the PDA by such officials will be conclusive evidence of their approval. 2.02. Authority officials and consultants are authorized to take any other actions necessary to carry out the Authority’s obligations under the PDA, and to bring a proposed definitive purchase and development contract before the Authority. Approved this 5th day of August, 2019, by the Board of Commissioners of the Columbia Heights Economic Development Authority. _________________________________________ President ATTEST: _________________________________ Secretary This is the Agreement being entered into. EDA Minutes Page 12 Aug 5, 2019 PRELIMINARY DEVELOPMENT AGREEMENT (NE Business Center Project) 22 THIS AGREEMENT, dated this ___ day of August, 2019, by and between the Columbia Heights Economic Development Authority, a body politic and corporate under the laws of Minnesota (the “Authority”) and Alatus LLC, a Minnesota limited liability company, or permitted successors or assigns (the “Developer”): WITNESSETH: WHEREAS, the Authority desires to promote redevelopment of certain Authority-owned property within the City of Columbia Heights (the “City”), which property is legally described in Exhibit A attached hereto (the “Authority Property”), as well as certain other property owned by the City and legally described in Exhibit A attached hereto (the “City Property”, and together with the Authority Property, the “Property”); and WHEREAS, the Developer desires to acquire the Property for purposes of constructing a mixed-use (multi-family residential and commercial) development on the Property (the “Development”), and has submitted a proposal outlining its general development terms and goals, a portion of which is attached hereto as Exhibit B; and WHEREAS, the Authority has determined that it is in the Authority’s best interest that the Developer be designated sole developer of the Property during the term of this Agreement; and WHEREAS, the Developer has requested the Authority to explore the use of tax increment financing under Minnesota Statutes, Sections 469.174 to 469.1794, as amended (the “Tax Increment Act”) or other public financial assistance to offset a portion of the public costs of the Development; and WHEREAS, the Authority and the Developer are willing and desirous to undertake the Development if (i) a satisfactory agreement can be reached regarding the Authority’s commitment for public assistance necessary for the Development; (ii) satisfactory mortgage and equity financing, or adequate cash resources for the Development can be secured by the Developer; and (iii) the economic feasibility and soundness of the Development and other necessary preconditions have been determined to the satisfaction of the parties; and (iv) the parties reach a satisfactory resolution of zoning, land use, site design, and engineering issues; and WHEREAS, the Authority is willing to evaluate the Development and work toward all necessary agreements with the Developer if the Developer agrees to reimburse the Authority for its costs relating to the Development even if the Development is abandoned or necessary agreements are not reached under the terms of this Agreement. NOW, THEREFORE, in consideration of the foregoing and of the mutual covenants and obligations set forth herein, the parties agree as follows: 1. During the term of this agreement, the Authority agrees to negotiate solely with the Developer relative to the acquisition and development of the Property by the Developer, in an attempt to formulate a definitive purchase and development contract (“Contract”) based on the following: (a) the Developer’s proposal (when submitted) together with any changes or modifications required by the Authority; (b) such documentation regarding economic feasibility of the Project as the Authority may wish to undertake during the term of this Agreement; and EDA Minutes Page 13 Aug 5, 2019 (c) other terms and conditions of this Agreement. 23 2. It is the intention of the parties that this Agreement: (a) documents the present understanding and commitments of the parties; and (b) will lead to negotiation and execution of a mutually satisfactory Contract for the Development prior to the termination date of this Agreement. The Contract (together with any other agreements entered into between the parties hereto contemporaneously therewith) when executed, will supersede all obligations of the parties hereunder. 3. During the term of this Agreement, the Developer shall: (a) Submit a proposal to the Authority, which proposal must show the location, size, and nature of the proposed Development, including sample floor layouts, renderings, elevations, and other graphic or written explanations of the Development. The proposal shall be accompanied by a preliminary schedule for the starting and completion of all phases of the Development. (b) Submit an over-all cost estimate for the design and construction of the Development. (c) Submit a final time schedule for all phases of the Development. (d) Undertake and obtain such other preliminary economic feasibility studies, income and expense projections, and such other economic information as the Developer may desire to further confirm the economic feasibility and soundness of the Development. (e) Submit to the Authority the Developer’s financing plan showing that the proposed Development is financially feasible. (f) Furnish satisfactory, financial data to the Authority evidencing the Developer’s ability to undertake the Development. 4. During the term of this Agreement, the Authority agrees to: (a) Commence the process necessary to undertake such public assistance as is necessary pursuant to the terms of the proposal. (b) Proceed to seek all necessary information with regard to the anticipated public costs associated with the Development. (c) Estimate the Authority’s level and method of financial participation, if any, in the Development and develop a financial plan for the Authority’s participation. (d) Grant to the Developer, its agents, employees, officers, and contractors (the “Authorized Parties”) a right of entry on the Property for the purpose of performing all due diligence work and inspections deemed necessary by the Developer to fulfill its obligations under this Agreement (the “Permitted Activities”). The Authorized Parties shall have access to the Property seven (7) days a week between the hours of 7:00 a.m. and 7:00 p.m. Developer hereby agrees to be responsible for any and all costs related to the Permitted Activities conducted on the Property, and to restore the Property to its original condition upon completion of the Permitted Activities. Developer agrees to indemnify, save harmless, and defend the City, the Authority, and their officers and employees, from and against any and all claims, actions, damages, liability and expense in connection with personal injury and/or damage to the Property arising from or out of any occurrence in, upon or at the Property caused by the act or omission of the Authorized Parties in conducting the Permitted Activities on the Property, except (a) to the extent caused by the negligence, gross negligence, willful misrepresentation or any willful or wanton EDA Minutes Page 14 Aug 5, 2019 24 misconduct by the City or Authority, their officers, employees, agents or contractors; and (b) to the extent caused by a “Pre-Existing Condition” as defined in this paragraph 4. “Pre-Existing Condition” shall mean any condition caused by the existence of hazardous substances or materials in, on, or under the Property, including without limitation hazardous substances released or discharged into the drainage systems, soils, groundwater, waters or atmosphere, which condition existed as of the date of this Agreement and became known or was otherwise disclosed or discovered by reason of the Authorized Parties’ entry onto the Property. 5. It is expressly understood that execution and implementation of the Contract shall be subject to: (a) A determination by the Authority in its sole discretion that its undertakings are feasible based on (i) the projected tax increment revenues and any other revenues designated by the Authority; (ii) the purposes and objectives of any tax increment, development, or other plan created or proposed for the purpose of providing financial assistance for the Development; and (iii) the best interests of the Authority. (b) A determination by the Developer that the Development is feasible and in the best interests of the Developer. 6. This Agreement is effective from the date hereof through May 31, 2020. After such date, neither party shall have any obligation hereunder except as expressly set forth to the contrary herein. 7. The Developer shall be solely responsible for all costs incurred by the Developer. In addition, the Developer shall reimburse the Authority for the following costs: (a) Upon execution of this Agreement, the Developer has deposited with the Authority funds in the amount of $11,000, receipt of which the Authority hereby acknowledges. The Authority may apply such deposit to pay any “Authority Costs,” which means: reasonable and necessary out-of pocket-costs incurred by the Authority from and after May 20, 2019, in each case based on actual time spent in connection with rendering assistance and advice to the Authority as evidenced by itemized bills and invoices for (i) the Authority’s financial advisor in connection with the Authority’s financial participation in redevelopment of the Property , (ii) the Authority’s legal counsel in connection with negotiation and drafting of this Agreement and any related agreements or documents, and any legal services related to the Authority’s or City’s participation in redevelopment of the Property; (iii) any appraiser retained by the Authority in connection with conveyance of any portion of the Property by the Authority to the Developer or in connection with determination of the level of public assistance; and (iv) consultants retained by the Authority for planning, environmental review, and traffic engineering for development of the Property. At Developer’s request, but no more often than monthly, the Authority will provide Developer with a written report on current and anticipated expenditures for Authority Costs, including invoices or other comparable evidence. (b) If at any time during the term of this Agreement the Authority determines that the amounts deposited by Developer are insufficient to pay Authority Costs, the Authority may notify the Developer in writing as to any additional amount required to be deposited. The Developer must deposit such additional funds within 20 days after receipt of the Authority’s notice. (c) Upon termination of this Agreement in accordance with its terms, the Authority will return to the Developer the balance of any funds deposited under this section that are on hand as of the date of receipt of the notice of termination, less $1,000 representing a nonrefundable application fee, and less any Authority Costs incurred through the date of receipt of the notice of termination. For the purposes of this paragraph, Authority Costs are considered to be incurred if they have been paid, relate to services performed, or are payable under a contract entered into, on or before the date of receipt of the notice of termination. EDA Minutes Page 15 Aug 5, 2019 25 This Section 7 shall survive termination of this Agreement and shall be binding on the Developer regardless of the enforceability of any other provision of this Agreement. 8. This Agreement may be terminated upon 5 days written notice by the Authority to the Developer if: (a) an essential precondition to the execution of a contract cannot be met; or (b) if, in the sole discretion of the Authority, an impasse has been reached in the negotiation or implementation of any material term or condition of this Agreement or the Contract; or (c) The Authority determines that its Administrative Costs will exceed the amount initially deposited for such purpose under Section 7(b), and the Developer does not deliver additional security to the Authority pursuant to Section 7(b) of this Agreement. If the Authority terminates the Agreement under this Section 8, the Developer shall remain liable to the Authority under Section 7(b) of this Agreement for Administrative Costs incurred by the Authority through the effective date of termination. 9. The Developer is designated as sole developer of the Property during the term of this Agreement. The Authority makes no representations or warranties as to control, access or ownership of any portion of the Property, but agrees that during the term of this Agreement the Authority will not enter into agreements with any other party to facilitate redevelopment of the Property. 10. In the event that the Developer, its heirs, successors or assigns, fail to comply with any of the provisions of this Agreement, the Authority may proceed to enforce this Agreement by appropriate legal or equitable proceedings, or other similar proceedings, and the Developer, its heirs, successors or assigns, agree to pay all costs of such enforcement, including reasonable attorneys’ fees. 11. If any portion of this Agreement is held invalid by a court of competent jurisdiction, such decision shall not affect the validity of any remaining portion of the Agreement. 12. In the event any covenant contained in this Agreement should be breached by one party and subsequently waived by another party, such waiver shall be limited to the particular breach so waived and shall not be deemed to waive any other concurrent, previous or subsequent breach. This Agreement may not be amended nor any of its terms modified except by a writing authorized and executed by all parties hereto. 13. Notice or demand or other communication between or among the parties shall be sufficiently given if sent by mail, postage prepaid, return receipt requested or delivered personally: (a) As to the Authority: Columbia Heights Economic Development Authority 590 40th Avenue NE Columbia Heights, MN 55421 Attn: Community Development Director (b) As to the Developer: Alatus LLC 800 Nicollet Mall, Suite 2850 Minneapolis, MN 55402 Attn: Director of Development EDA Minutes Page 16 Aug 5, 2019 26 14. This Agreement may be executed simultaneously in any number of counterparts, all of which shall constitute one and the same instrument. 15. This Agreement shall be governed by and construed in accordance with the laws of the state of Minnesota. Any disputes, controversies, or claims arising out of this Agreement shall be heard in the state or federal courts of Minnesota, and all parties to this Agreement waive any objection to the jurisdiction of these courts, whether based on convenience or otherwise. 16. The Developer hereby agrees to protect, defend and hold the Authority and its officers, elected and appointed officials, employees, administrators, commissioners, agents, and representatives harmless from and indemnified against any and all loss, cost, fines, charges, damage and expenses, including, without limitation, reasonable attorneys fees, consultant and expert witness fees, and travel associated therewith, due to claims or demands of any kind whatsoever arising out of (i) the development, marketing, sale or leasing of all or any part of the Property, including, without limitation, any claims for any lien imposed by law for services, labor or materials furnished to or for the benefit of the Property, or (ii) any claim by the state of Minnesota or the Minnesota Pollution Control Agency or any other person pertaining to the violation of any permits, orders, decrees or demands made by said persons or with regard to the presence of any pollutant, contaminant or hazardous waste on the Property; and (iii) or by reason of the execution of this Agreement or the performance of this Agreement. The Developer, and the Developer’s successors or assigns, agree to protect, defend and save the Authority, and its officers, agents, and employees, harmless from all such claims, demands, damages, and causes of action and the costs, disbursements, and expenses of defending the same, including but not limited to, attorneys fees, consulting engineering services, and other technical, administrative or professional assistance. This indemnity shall be continuing and shall survive the performance, termination or cancellation of this Agreement. Nothing in this Agreement shall be construed as a limitation of or waiver by the Authority of any immunities, defenses, or other limitations on liability to which the Authority is entitled by law, including but not limited to the maximum monetary limits on liability established by Minnesota Statutes, Chapter 466. 17. The Developer, for itself, its attorneys, agents, employees, former employees, insurers, heirs, administrators, representatives, successors, and assigns, hereby releases and forever discharges the Authority, and its attorneys, agents, representatives, employees, former employees, insurers, heirs, executors and assigns of and from any and all past, present or future claims, demands, obligations, actions or causes of action, at law or in equity, whether arising by statute, common law or otherwise, and for all claims for damages, of whatever kind or nature, and for all claims for attorneys’ fees, and costs and expenses, including but not limited to all claims of any kind arising out of the negotiation, execution, or performance of this Agreement between the parties. IN WITNESS WHEREOF, the Authority has caused this Agreement to be duly executed in its name and behalf and its seal to be duly affixed hereto and the Developer has caused this Agreement to be duly executed as of the day and year first above written. ALATUS LLC By Chris Osmundson Its Director of Development COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY By By__________________________________ Marlaine Szurek Kelli Bourgeois Its President Its Executive Director EDA Minutes Page 17 Aug 5, 2019 EXHIBIT A 27 Description of Property AUTHORITY PROPERTY: PARCEL 1 (Abstract and Torrens Property): Lot 32, Block 6, Reservoir Hills, Anoka County, Minnesota. Lots 25 through 28, Block 1, Walton's Rearrangement of Lots 33 and 34, Block 6, Reservoir Hills, Anoka County, Minnesota. The vacated alley adjacent to Lots 25 through 28, Block 1, Walton's Rearrangement of Lots 33 and 34, Block 6, Reservoir Hills, Anoka County, Minnesota. Those parts of Lots 28 through 31, Block 6, Reservoir Hills; Lots 23. and 24, Block 1, Walton's Rearrangement of Lots 33 and 34, Block 6, Reservoir Hills; and of the vacated alley adjacent to Lot 24, Block 1, Walton's Rearrangement of Lots 33 and 34, Block 6, Reservoir Hills; lying southwesterly and westerly of the following described line: Beginning at a point on the south line of Block 1, Walton's Rearrangement, said point being 18.00 feet West of the southeast corner of Lot 23, of said Block 1, Walton's Rearrangement; thence Northerly on a line 18.00 feet West of and parallel with the east line of Lot 23 a distance of 87.00 feet; thence on a straight line to a point on the north line of Lot 30 of said Block 6, Reservoir Hills, said point being 47.23 feet Easterly of the northwest comer of said Lot 30 and there terminating. The following portion of the above description being registered land: That part of Lot Twenty-three (23), Block (1), Walton's Rearrangement of Lots Thirty-three (33) and Thirty-four (34), Block Six (6), Reservoir Hills, lying southwesterly and westerly of the following described line: Beginning at a point on the South line of said Block 1, Walton's Rearrangement, said point being 18.00 feet West of the southeast comer of Lot 23 of said Block 1, Walton's Rearrangement: thence Northerly on a line 18.00 feet West of and parallel with said east line of Lot 23, a distance of 87.00 feet; thence on a straight line to a point on the north line of Lot 30 of said Block 6, Reservoir Hills, said point being 47.23 feet Easterly of the northwest comer of said Lot 30 and there terminating. PARCEL 2 (Abstract Property): Those parts of Lots 27 through 31, Block 6, Reservoir Hills and those parts of Lots 23 and 24, Block 1, Walton's Rearrangement of Lots 33 and 34, Block 6, Reservoir Hills and of the vacated alley abutting Block 1, "Walton's Rearrangement of Lots 33 and 34, Block 6, Reservoir Hills", as dedicated in said plat, lying within the following described tract: Commencing at a point on the south line of said Block 1, Walton's Rearrangement distant 18.00 feet west of the southeast corner of Lot 23, said Block 1, Walton's Rearrangement; thence northerly on a line 18.00 feet west of and parallel with the east line of said Lot 23, a distance of 87.00 feet, to the actual point of beginning of the tract to be described; thence continuing northerly on the extension of said line to the north line of Block 6, Reservoir Hills; thence westerly along said north line of Block 6, to a point being 47.23 feet easterly of the northwest corner of Lot 30, Block 6, Reservoir Hills; thence southeasterly, to the point of beginning; Excepting therefrom Tract A, Registered Land Survey No. 250, Anoka County, Minnesota. PARCEL 3 (Torrens Property): Tract A, Registered Land Survey No. 250, Anoka County, Minnesota. EDA Minutes Page 18 Aug 5, 2019 28 CITY PROPERTY: Lots 24, 25, and 26, Block 6, Reservoir Hills. Lots 20, 21, and 22, Block 1, Walton’s Rearrangement of Lots 33 and 34, Block 6, Reservoir Hills, and all of the vacated alley adjacent to said Lots 20, 21, and 22. Those parts of Lot 7, Block 6, Reservoir Hills and of Lot 23, Block 1, Walton’s Rearrangement of Lots 33 and 34, Block 6, Reservoir Hills and of that part of the vacated alley abutting Block 1, “Walton's Rearrangement of Lots 33 and 34, Block 6, Reservoir Hills”, as dedicated in said plat, which lies westerly of the northerly extension of the east line of Lot 23, said Block 1, lying easterly of the following described line: Beginning at a point on the south line of said Block 1, Walton’s Rearrangement, said point being 18.00 feet west from the Southeast corner of Lot 23 of said Block l,Walton's Rearrangement; thence northerly on a line 18.00 feet west of and parallel with the east line of said Lot 23, to the north line of said Block 6, Reservoir Hills. Reserving and subject to easement to the City of Columbia Heights for roadway purposes over the north 4.00 feet of the west 232.00 feet of said Block 6, Reservoir Hills. PID: 36-30-24-32-0262, 950 40th Avenue NE Lot 19, Block l, Walton's Rearrangement of Lots 33 and 34, Block 6, Reservoir Hills, according to the map or plat thereof on file or of record in the office of the Registrar of Deeds in and for Anoka County, Minnesota. PID: 36-30-24-32-0078, 961 Gould Avenue NE EDA Minutes Page 19 Aug 5, 2019 EXHIBIT B 29 Developer’s Proposal EDA Minutes Page 20 Aug 5, 2019 30 The next meeting is scheduled for Tuesday, September 3, 2019-due to the Labor Day Holiday. Motion by Buesgens, seconded by Murzyn, to adjourn the meeting at 7:00 pm. All ayes. Respectfully submitted, Shelley Hanson Secretary 31 COLUMBIA HEIGHTS PUBLIC LIBRARY 3939 Central Ave NE, Columbia Heights, MN 55421 BOARD OF TRUSTEES: MEETING MINUTES Wednesday, August 7th, 2019 Approved 9/4/2019 The meeting was called to order in the History Room by Chair, Catherine Vesley at 5:31pm. Members present: Catherine Vesley; Patricia Sowada; Tricia Conway; Stephen Smith; Christopher Polley; and City Council Liaison, Connie Buesgens. Also in attendance: Renee Dougherty (Library Director), and Nick Olberding (Recording Secretary). The Minutes of the July 10th, 2019 Board Meeting were approved. Bill Lists dated July 3rd, 17th & 31st, 2019 were reviewed. Each was moved, seconded, and approved. The Accounting Sheet was reviewed, and approved. Thus far at 48% spent in 58% of the year. Questions and discussions based on Bills and Accounting: • 21st Century Grant: A 3-yr grant awarded to ISD13; the Library was invited to participate as a subcontractor of Recreation in year two (2018-19) and again for year three (2019-20.) The STEAM program series offered at the CHPL is eligible for reimbursement from the grant. • Boiler Loop Replacement: One of two Boiler Loop Pumps was squealing and needed rebuilding. It was stated that many foreign-made electronic/mechanical parts don’t go through QC Testing, because it’s too expensive, and cheaper to just replace the parts that fail. • Lyric Arts: Held a 3-day storytelling camp for teens (6 hours). $750 cost reimbursed by 21st Century Grant. • BookPage: 50 copies/month subscription for patrons to take; donated by “Friends of the CHPL”. • E-Books: We were assessed our portion of E-Book services by ACL ($7,215); a little more expensive than budgeted, which will be covered by funds from print book budget. Statistics show that only 3.5% of our patrons utilize our E-Books; so much for the skeptics that assumed E-Books would kill libraries (people spend so much time in front of a screen, that when they read a book, most prefer a print book). • STEAM Camp: 3-day science camp teaching things like circuitry/hydraulics. Reimbursed by 21st Century Grant. • 4000 vs. 4010 vs. 4020: Repair/Maintenance (4000) covers service contracts for printers, copiers, AMH, and other non-building equipment; Building Maintenance Labor & Burden (4010) covers personnel costs associated with Public Works and Custodial Services; Building Maintenenance (4020) covers building costs, repairs, and contracts like pest inspections, landscaping, window cleaning, and HVAC maintenance. Old Business: • 2020 Budget Update: Draft budget has been submitted to the City; the City Manager has recommended no changes at this point. The Council will set the tax levy in September. Department heads will present detailed budget overviews at October and November work sessions. • Information on Columbia Heights Library Cardholder Debt: 39.8% of Columbia Heights patrons have fines of a penny or more (5,540 out of 13,911); the Board received some pertinent fine statistics which required some explanation, so here you will find a summary. The library has collected a net of $4,958 in fees so far in 2019, and generally estimates about $12,500 in revenue from these fees. Currently the overall outstanding debt by Columbia Heights past/present patrons is $131,986, which includes: o $34,715…Overdue Fees (late fees) o $84,875…Lost/Processing Fees (the system automatically assesses items as lost after 30 days late, then clears it if the item is returned and assesses a maximum overdue fee) o $572……..Damaged Items (usually caused by liquids, children, or pets) o $808……..Unpaid DVD Rental Fees (from the $1 rental of new DVDs) 32 o $11,016…Other Fees (lost cards, collections referral fees, sale items, etc.) • Strategic Planning: As we continue with Strategic Planning Renee and the Board would like to keep it simple. The Board will focus on a Vision, a Mission, and 3-4 Long Term Goals/Objectives; it will be up to Library Staff to interpret them into an actionable plan. The Board will continue to narrow down their focus into a handful of important goals over the next couple months, and are holding a special meeting for strategic planning on September 14th. We may utilize a patron survey to help guide the future of the library. The Board had been given resources to look over, including documents from the ALA’s Libraries of the Future, and some recent sample Strategic Plans from other library systems (the Board feels like our library already accomplishes much of what other systems are aspiring to in their current strategic plans). o Some possible strategic goals discussed tonight included (bold items were the most popular): Short Reading (targeting reluctant readers), Belonging (the sense of community), Aging Advances (youth/senior outreach), Writing/Author Courses, Co-Working (spaces for independent/collaborative work), Bookmobile, Lifelong Learning (alternative credentialing and adaptive learning), Collection Diversity (to reflect the city demographics), Promoting Services, Community Education (programs hosted by community members/organizations), Youth Video Production. New Business: • June/July Read-Down Results: In June 37 individual youth participated and totaled $176 in waived fines; In July 45 individual youth participated to waive $196 in fines. (Approximately 93 hours of in-library reading). • Patron Use Survey: Tabled till a later date. Items from the Floor: • US Citizenship Course: In partnership with the North Metro Adult Education Center, we are holding a 14-class citizenship course in the community room this fall. Students will register and test into the class via the Adult Education Center (4111 Central Ave NE). More information available at 763-706-3833. There being no further business, a motion to adjourn was made at 6:53pm by Patricia Sowada, and seconded. Respectfully submitted, Nicholas P. Olberding Recording Secretary, Library Board of Trustee 33 MINUTES OF PLANNING COMMISSION AUGUST 7, 2019 6:00 PM The meeting was called to order at 6:00 pm by Chair Szurek. Commission Members present- Sahnow, Novitsky, Fiorendino, Hoium, Schill, Kaiser, and Szurek. Also present were Elizabeth Hammond (Planner), Aaron Chirpich (Community Development Director), Shelley Hanson (Secretary), and John Murzyn (Council Liaison). APPROVAL OF MINUTES Motion by Schill, seconded by Hoium, to approve the minutes from the meeting of May 7, 2019. All ayes. MOTION PASSED. Aaron Chirpich, the new Community Development Director was introduced to the Commission. CASE #: 2019-0801 APPLICANT: D.T. Meisinger Development Inc LOCATION: 4320 Stinson Blvd NE REQUEST: Variance Hammond said that D.T. Meisinger Development Inc., is representing Alexis and Jennefer James, and they have requested a Variance to the wall and total height requirements for the proposed attached garage to be located on the subject property. Currently, the property is vacant and the property owners are planning to construct a new single family home on the property. The proposed house would meet setbacks and height requirements; however the attached garage as proposed exceeds the ordinance allotment for wall height and total height to the highest point. The City’s Zoning Ordinance defines accessory buildings or structures in Section 9.103 as: A building or structure or portion of a structure subordinate to and serving the principal structure on the same lot. In Section 9.106, the standards which regulate the construction and maintenance of accessory structures include that, the wall height cannot exceed 9 feet and that the total height measured to the highest point, cannot exceed 18 feet or the height of the house, whichever is less. The proposed garage has 12 foot walls and a total height of 21 feet, at the highest point, exceeding the wall height and total height by 3 feet. The applicant has requested a variance to allow for the proposed garage and included a narrative which details the reasoning for the request. According to the applicant, the request for taller walls and a taller total height is due to the location of the garage on the subject property and water run off concerns. Additionally, the applicant argues there could be financial impacts to lowering the garage to meet the wall and total height requirements. ZONING ORDINANCE The property is located in the R-1 Single Family Residential Zoning District. The properties to the north, south, and west are zoned R-1, Single Family Residential and Public and Open Space. The properties to the east are located in the City of St. Anthony. COMPREHENSIVE PLAN The Comprehensive Plan guides this property for low density residential. 34 Planning Commission Page 2 Aug. 7, 2019 SITE PLAN The owner has submitted a legal certificate of survey dated June 13, 2019 indicating the proposed location of the home and attached garage along with concept plans including elevations. The survey shows that the attached garage will be located on the east side of the house. FINDINGS OF FACT Section 9.104 (G) of the Zoning Ordinance outlines five conditions that must be met in order for the City Council to grant a Variance. They are as follows: (a) Because of the particular physical surroundings, or the shape, configuration, topography, or other conditions of the specific parcel of land involved, strict adherence to the provisions of this article would cause practical difficulties in conforming to the zoning ordinance. The applicant, however, is proposing to use the property in a reasonable manner not permitted by the zoning ordinance. This does not appear to be entirely true. While the applicant is proposing to use the property in a generally reasonable manner, not permitted by the Zoning Ordinance, the conditions of the specific parcel do not cause the need for the variance. The applicant could modify the garage to comply with the height requirements. The applicant argues that the placement of the garage on the lot is part of the justification for the request; however the placement of the garage does not correlate to the request for the garage to be taller. Additionally, the City’s Engineer and Building Official have concluded that the geotechnical and water run off challenges the applicant argues in the narrative would not impede the garage achieving the height requirement. (b) The conditions upon which the variance is based are unique to the specific parcel of land involved and are generally not applicable to other properties within the same zoning classification. The parcel’s location is unique due the secluded area, adjacent to the lake access in Columbia Heights and parkland in St. Anthony. The subject property is larger than typical lots in Columbia Heights. The parcel area is 13, 817 sq. ft., whereas typical lots in Columbia Heights are approximately between 5,000 sq. ft. – 9,000 sq. ft. However, the size of the subject property is not unique to the neighborhood area or zoning classification (R-1 Single Family Residential). There are lots in the neighborhood and same zoning classification with a similar or larger area (lot size). The grade on the lot increases on the west side, which requires a retaining wall to be built, as shown on the survey. However, the variance request appears to be based on the applicant’s desire to have a taller, larger, garage and financial impacts associated with potentially building a taller retaining wall, both of which are not unique to this specific parcel of land, and could generally be applicable to other properties within the same zoning classification or elsewhere in the City. (c) The practical difficulties are caused by the provisions of this article and have not been created by any person currently having a legal interest in the property. Practical difficulties do not appear to be evident in this case, based on the applicant’s justification for the variance requests. 35 Planning Minutes Page 3 Aug 7, 2019 (d) The granting of the variance is in harmony with the general purpose and intent of the Comprehensive Plan. The Comprehensive Plan supports low density residential development in this area. The construction of a new attractive single family home on the lot is in harmony with the Comprehensive plan. (e) The granting of the variance will not be materially detrimental to the public welfare or materially injurious to the enjoyment, use, development or value of property or improvements in the vicinity. If the City Council decides to grant the variance, it does not appear that the taller garage would be substantially harmful to the public welfare, or the use and value of property in the vicinity. The home would likely not appear to be significantly out of scale with the surrounding homes or alter the character of the area. RECOMMENDATION Staff recommends that the Planning Commission recommend denial of the variance requests. It does not appear that the request meets the findings outlined in the City’s Ordinance. Additionally, it does not appear that the request meets the legal standard set forth in law that cities must apply when considering a variance request. Cities must apply a three factor test in considering variance requests, and all three factors must be satisfied. The three factors are: 1) Reasonableness 2) Uniqueness 3) Essential Character. Based on the information provided by the applicant, staff does not find that all three factors have been satisfied to constitute a practical difficulty. Questions/comments from members: Szurek asked Hammond if anything in the League of MN Cities guidelines would classify this matter as a hardship. Hammond said the request must meet the “practical difficulties” definition per State Statute. Hammond said that staff took a lot of time reviewing this application and checked with other adjacent cities. She said the height requirements detailed in our Ordinance are in line with Fridley, St. Anthony, and Minneapolis. Sahnow asked how the 9 foot wall height and 18 foot total height requirement was arrived at and when that was adopted. Hammond said she is not sure when these figures were written into the ordinance since it was long before she became the Planner. She explained that limits were most likely created because the average size of lots in Columbia Heights are smaller, and it seems to be an area wide consensus to provide some uniformity. Sahnow pointed out that the narrative provided by the owner said they wanted to stay above the water table. If the water table is an issue, wouldn’t lowering the garage 3 feet below the house foundation be a water issue for the garage. Hammond told members that both the Building Official and the City Engineer said that the house foundation could be lowered 3 feet which would bring the first floor down to the same elevation as the garage and would bring the 2nd floor elevation down to properly line up, which would allow for 9 ft walls in the garage, and they would still be above the ground water. It may take more grading in the front to lessen the slope of the driveway and possibly in the back to move the retaining wall back, but it could be done. Fiorendino asked if the email correspondence handed out at the meeting changes anything. Hammond said we would review those with the applicant during the Public Hearing. Fiorendino then asked if there was any language in the Zoning Code that allows for changes in height due to the size of the lot. Hammond told him no. 36 Planning Minutes Page 4 Aug. 7, 2019 Hoium questioned the drawings and wanted to make sure he understood that the garage slab was 3 feet lower than the house and that causes the need for the 12 foot walls in order to match up with the 2nd floor of the home. This will also mean they have to step up into the home from the garage and at the front door. He asked if standard garage doors will be installed, and the applicant said yes, there would be an 8 x 25 door. Public Hearing was Opened. Sahnow asked if the Zoning Code gives a definition of wall height, or total height, and how it is measured. Hammond said typically it is measured from the top of the foundation to the peak. Hoium asked why they were lowering the garage slab and therefore, causing the need to increase the wall height to match up with the 2nd floor. DT Meisinger said they were trying to raise the house for drainage reasons in the back corner especially, and by lowering the garage slab the driveway slope stayed within the required parameters without additional grading. The proposed design would provide a 2% swale in the backyard and a 10% slope of the driveway. If the garage were raised it would cause a 17% slope of the driveway unless additional grading was done. Hoium asked if the intent of the ordinance is to dictate roofline height. Hammond said the code clearly dictates wall height of the accessory structure cannot exceed 9 feet and the total height cannot exceed 18 feet or the total height of the primary structure, whichever is less. Szurek asked how high the retaining wall in the back would be. DT Meisinger said that is unknown at this time. She didn’t think the request affects others in the neighborhood. Kaiser said there are lots of ways to deal with water run off. He asked if the house were flipped, would it help them be able to put both foundations at the same level thus eliminating the need to have higher garage walls. DT Meisinger said no, it would be worse due to the slope of the north side. He said it is the unique shape and topography of the lot that is causing this problem. Hoium asked why they didn’t choose a different style house to fit the lot. DT Meisinger said this is the house the owners want. Public Hearing Closed. Hoium noted the Building Official and City Engineer both felt the house could be lowered to match the garage foundation or the garage could be raised up. Either option would work if they changed the grading and moved the retaining wall back or made it higher, even though it would increase the cost, as noted in their narrative. Fiorendino stated that by law the commission cannot take into consideration costs involved to meet the requirements when considering a variance request. The commission needs to decide if its unique with no work around. Chirpich reviewed the three criteria that must be met in order to grant a variance. 37 Planning Minutes Page 5 Aug 7, 2019 D.T. said the variance is requested because of the topography and that they only have half of the lot to work with in order to deal with water run off and create a swale. Half the lot is flat and the other half has great elevation changes so any house built would have these same problems. Schill asked if there was any chance the new information submitted from the surveyor would change this for the City Council. Hammond said the City Engineer will be at the Council meeting and can speak to this then. She will provide the new information to him prior to the meeting. Schill then asked if the 10% maximum grade for the driveway is a suggestion or requirement. Chirpich stated he felt it is a requirement since the word “Shall” is used in the Ordinance. Sahnow said the lot was split in 2017, and wondered if it has always been a vacant lot. Hammond told members that originally this site was two lots and it was subdivided into five. She believes this particular lot has always been a vacant piece of land. He asked if staff had an opinion on whether this was indeed a unique situation. If there are other ways to meet the requirements, does it fit the definition of unique. Hoium asked if we deny this variance request, would they be allowed to come back and ask for one for the slope of the driveway. Kaiser said he is sympathetic to properties that have water issues. He thinks that is a logical concern and argument, but he is inclined to follow the recommendation of staff and follow the state statute on this matter. Motion by Kaiser, seconded by Novitsky, to recommend the City Council deny the request for variances to the height restrictions in City Code Section 9.106, as the application does not meet the findings of fact and practical difficulties standard. Ayes-Kaiser, Novitsky, Fiorendino, and Hoium Nays-Sahnow, Szurek, and Schill MOTION PASSED 4-3. This matter will go to the City Council August 12, 2019 CASE NO: 2019-0802 APPLICANT: Kraus-Anderson Construction Co LOCATION: 1400-1440 49th Avenue-High School Property REQUEST: Site Plan Review Hammond explained that Kraus-Anderson Construction Company has requested Site Plan Review on behalf of Columbia Heights Public Schools, ISD 13 for a proposed band room addition to the existing educational facility. According to the applicant’s narrative, additional space is needed to meet the current and future needs of the school’s programming. The proposed addition is 3,348 sq. ft. (54’ X 62’) and will match the existing structure in terms of design and color. The proposed addition satisfies the City’s setbacks and height requirements. 38 Planning Minutes Page 6 Aug 7, 2017 ZONING ORDINANCE The subject property is located in the R-1 Single Family Residential District. The properties to the north and east are located in the R-1 District, and the properties to the south and west are located in the R-2A One and Two Family Residential and R-3, Multiple Family Residential Districts. COMPREHENSIVE PLAN The Comprehensive Plan guides this property for Institutional development. FINDINGS OF FACT Section 9.104 (N) of the Zoning Ordinance outlines four findings of fact that must be met in order for the City to approve a Site Plan. They are as follows: a. The Site Plan conforms to all applicable requirements of this article. The applicable Zoning Code requirements are achieved. b. The Site Plan is consistent with the applicable provisions of the City’s Comprehensive Plan. The Comprehensive Plan guides this area for Institutional Use. Staff believes the proposed Site Plan for the property is consistent with the intent of the Comprehensive Plan. c. The Site Plan is consistent with any applicable area plan. There is no area plan for this parcel. d. The Site Plan minimizes any adverse impacts on property in the immediate vicinity and the public right- of-way. This is correct. The proposed addition will not impact the surrounding property in the immediate vicinity or the public right of way. RECOMMENDATION Staff recommends that the Planning Commission approve the Site Plan for the proposed addition to the Columbia Heights High School subject to certain conditions of approval. Questions/comments from members: Chirpich explained that additional fire walls need to be added to the existing structure to bring it into compliance as part of this project. Hoium asked if there was anything on the parcel of land they plan on constructing the addition. Hammond answered no. Public Hearing Opened. Andy Smoka from 1206 Khyber Lane said Kraus Anderson is a good contractor so he was not at the meeting to complain about them. He did question why they had already cleared the area and put up their construction fence if this hasn’t been approved yet. He wanted to know whose decision it was to make an addition to the high school. Staff told him it was the School District’s decision. Smoka went on to complain about his high taxes and that all these apartments that were just constructed brought more kids so now all the schools will need additions and 39 Planning Minutes Page 7 Aug. 7, 2019 his taxes will go up more. He said for the value of his property, Columbia Heights taxes are much more than Blaine’s. He is against spending more money and raising taxes more. Then Smoka went on to complain about water issues he is having and that his sump pump runs continually and he blamed it on the townhouses and apartments that were built down the hill from him. Motion by Fiorendino, seconded by Schill, to waive the reading of Resolution No. 2019-PZ02, there being ample copies available to the public. All ayes. MOTION PASSED. Motion by Fiorendino, seconded by Sahnow, to approve Resolution No. 2019- PZ02, being a resolution approving a Site Plan, for the proposed addition to the Columbia Heights High School and subject to the following conditions: 1. The building and site shall be meet all requirements found in the Fire Code and the Building Code. 2. All on-site mechanical equipment shall be placed and/or screened so as to minimize the visual impact on adjacent residential properties and from public streets. Screening may be accomplished through the use of walls or other design features that are architecturally compatible with the principal structure, screening vegetation, integrated parapet walls of sufficient height, or other means as approved by the Zoning Administrator. 3. The applicant shall meet the requirements outlined in the attached letter from the Interim Fire Chief, dated August 30, 2019. 4. The applicant shall meet the requirements outlined in the attached letter from the Building Official, dated August 1, 2019. 5. All City Storm Water Management requirements and Mississippi Watershed Management Organization requirements shall be achieved for this property. Plans for rate control shall be reviewed by the City Engineer prior to the building permit issuance. 6. A final complete Certificate of Survey shall be reviewed by the City Planner prior to the building permit issuance. 7. Site and elevation plans included in this submittal, shall become part of this approval. 8. All other applicable local, state, and federal requirements shall be met at all times. RESOLUTION NO. 2019 – PZ02 A Resolution of the Planning Commission approving a Site Plan for the proposed addition to the Columbia Heights High School located at 1440 49th Ave NE, Columbia Heights, MN 55421 (PIN 25-30-24- 31-0001) Whereas, a proposal (Case 2019-0802) has been submitted by Kraus-Anderson Construction Company to the Planning Commission, requesting Site Plan Review from the City of Columbia Heights at the following site: LOCATION: 1440 49th Ave NE (25-30-24-31-0001) LEGAL DESCRIPTION: On file at City Hall. THE APPLICANT SEEKS THE FOLLOWING: Site Plan Review for an addition to the Columbia Heights High School located at 1440 49th Ave NE, Columbia Heights, MN 55421 40 Planning Minutes Page 8 Aug. 7, 2019 Whereas, the Planning Commission held a public hearing as required by the City Zoning Code on August 7, 2019; Whereas, the Planning Commission has considered the advice and recommendations of City staff regarding the effect of the proposed Site Plan upon the health, safety, and welfare of the community and its Comprehensive Plan, as well as any concerns related to compatibility of uses, traffic, property values, light, air, danger of fire, and risk to public safety in the surrounding areas; Now, therefore, be it resolved, the Planning Commission of the City of Columbia Heights after reviewing the proposal, accepts and adopts the following findings: 1. The site plan conforms to all applicable requirements of this article. 2. The site plan is consistent with the applicable provisions of the City’s Comprehensive Plan. 3. The site plan is consistent with any applicable area plan. 4. The site plan minimizes any adverse impacts on property in the immediate vicinity and the public right- of-way. Further, be it resolved, that the attached conditions, maps, and other information shall become part of this approval; and in granting this approval the City and the applicant agree that this approval shall become null and void if the project has not been completed within one (1) calendar year after the approval date, subject to petition for renewal of the permit. CONDITIONS: 1. The building and site shall be meet all requirements found in the Fire Code and the Building Code. 2. All on-site mechanical equipment shall be placed and/or screened so as to minimize the visual impact on adjacent residential properties and from public streets. Screening may be accomplished through the use of walls or other design features that are architecturally compatible with the principal structure, screening vegetation, integrated parapet walls of sufficient height, or other means as approved by the Zoning Administrator. 3. The applicant shall meet the requirements outlined in the attached letter from the Interim Fire Chief, dated August 30, 2019. 4. The applicant shall meet the requirements outlined in the attached letter from the Building Official, dated August 1, 2019. 5. All City Storm Water Management requirements and Mississippi Watershed Management Organization requirements shall be achieved for this property. Plans for rate control shall be reviewed by the City Engineer prior to the building permit issuance. 6. A final complete Certificate of Survey shall be reviewed by the City Planner prior to the building permit issuance. 7. Site and elevation plans included in this submittal, shall become part of this approval. 8. All other applicable local, state, and federal requirements shall be met at all times. 41 Planning Minutes Page 9 Aug 7, 2019 Passed this 7th day of August, 2019 Offered by: ______________________________ Seconded by: Marlaine Szurek, Chair Roll Call: Ayes: Abstain: ____________________________________ Shelley Hanson, Secretary OTHER BUSINESS *Hammond told members that the 2040 Comprehensive Plan has finally been deemed complete by the Met Council. Two committees will now review it during August and September. Staff plans on having the City Council adopt it at the September 25th meeting. So it will be in effect by the end of the year. *Chirpich told the members that there will be two applications to consider at the September meeting. Prodeo Academy has purchased 4141 University Ave and will demolish the Oakhill Baptist Church structure and build a new K-8 charter school. So the Site Plan, CUP, and variances will be on the agenda. This is a 22 million dollar project for the City. The second case will be for the remnant parcel by the round-about on Jefferson and Huset Pkwy. A developer is proposing a 75 unit Assisted Living Building that again will be a 22 million dollar project. *Other Updates: Chirpich told them the City recently acquired the NE Business Center at 3989 Central Avenue and that we have entered into a pre-development agreement with Alatus Co. to build a 6 story building of 200+ luxury apartments and possibly a new city hall on the ground floor at the location. He told them the Council has narrowed down the location of a new city hall to this location or next to Murzyn Hall. Alatus hopes to start in the Spring of 2020. He explained that the site had been designated as an “Opportunity Zone” which brings additional tax credits and financing options for re-development. He said the property located behind the Public Safety Building also has this designation and there are interested parties looking at that site also. He told members he is excited to be on board with so many challenging projects in the works. The next regular meeting will be Wednesday, September 4, 2019. Motion by Fiorendino, seconded by Novitsky, to adjourn the meeting at 7:25 pm. Respectfully submitted, Shelley Hanson Secretary 42 Columbia Heights Personnel Policy September 9 2019 This handbook provides information to you, as an employee of the City of Columbia Heights, about certain terms and conditions of your employment. It is not, and should not be considered, an employment contract. Your continued employment, and the conditions of the employment, is solely within the discretion of the City of Columbia Heights. The handbook summarizes major policies and programs related to your employment. Administration Department 44 1 COLUMBIA HEIGHTS PERSONNEL POLICY Table of Contents INTRODUCTION ................................................................................................................................ 6 Purpose ............................................................................................................................................. 6 Scope ................................................................................................................................................ 6 EEO Policy Statement ...................................................................................................................... 6 Data Practices Advisory ................................................................................................................... 7 Media Requests ................................................................................................................................ 7 Personal Communications and Use of Social Media ....................................................................... 8 CITYWIDE WORK RULES & CODE OF CONDUCT ..................................................................... 9 Conduct as a City Employee ............................................................................................................ 9 Attendance & Absence ..................................................................................................................... 9 Access To and Use of City Property .............................................................................................. 10 Appearance ..................................................................................................................................... 10 Conflict of Interest ......................................................................................................................... 10 Falsification of Records ................................................................................................................. 10 Whistleblower Protections ............................................................................................................. 11 Personal Telephone Calls ............................................................................................................... 11 Political Activity ............................................................................................................................ 11 Smoking ......................................................................................................................................... 12 DEFINITIONS ................................................................................................................................... 12 Authorized Hours ........................................................................................................................... 12 Benefits ........................................................................................................................................... 12 Benefit Earning Employees ............................................................................................................ 12 Core Hours ..................................................................................................................................... 12 Demotion ........................................................................................................................................ 12 Employee ........................................................................................................................................ 12 45 2 Exempt Employee .......................................................................................................................... 12 FICA (Federal Insurance Contributions Act) ................................................................................. 13 Fiscal Year ...................................................................................................................................... 13 Full-Time Employee ...................................................................................................................... 13 Hours of Operation ......................................................................................................................... 13 Management Employee .................................................................................................................. 13 Non-Exempt Employee .................................................................................................................. 13 Part-Time Employee ...................................................................................................................... 13 Pay Period ...................................................................................................................................... 13 PERA (Public Employees Retirement Association) ...................................................................... 13 Promotion ....................................................................................................................................... 13 Reclassify ....................................................................................................................................... 14 Seasonal Employee ........................................................................................................................ 14 Service Credit ................................................................................................................................. 14 Temporary Employee ..................................................................................................................... 14 Training/Probationary Period ......................................................................................................... 14 Transfer .......................................................................................................................................... 14 Weapons ......................................................................................................................................... 15 Workweek ...................................................................................................................................... 15 EMPLOYEE RECRUITMENT & SELECTION .............................................................................. 15 Scope .............................................................................................................................................. 15 Features of the Recruitment System ............................................................................................... 15 Testing and Examinations .............................................................................................................. 15 Pre-Employment Medical Exams ................................................................................................... 16 Selection Process ............................................................................................................................ 16 Background Checks ........................................................................................................................ 17 Training Period ............................................................................................................................... 17 ORGANIZATION ............................................................................................................................. 17 Job Descriptions ............................................................................................................................. 17 Assigning and Scheduling Work .................................................................................................... 17 Job Descriptions and Classifications .............................................................................................. 18 Layoff ............................................................................................................................................. 18 HOURS OF WORK ........................................................................................................................... 18 Work Hours .................................................................................................................................... 18 Core Hours ..................................................................................................................................... 18 Meal Breaks and Rest Periods ........................................................................................................ 18 46 3 Adverse Weather Conditions ......................................................................................................... 19 COMPENSATION ............................................................................................................................. 19 Payroll ............................................................................................................................................ 20 Paychecks....................................................................................................................................... 20 Direct Deposit ................................................................................................................................ 20 Time Reporting .............................................................................................................................. 20 Overtime / Compensatory Time ..................................................................................................... 21 Non-Exempt (Overtime-Eligible) Employees ................................................................................ 21 Exempt (Non-Overtime-Eligible) Employees ................................................................................ 22 Leave Policy for Exempt Employees ............................................................................................. 23 PERFORMANCE REVIEWS ............................................................................................................ 23 BENEFITS ......................................................................................................................................... 24 Health, Dental, Life Insurance ....................................................................................................... 24 Retirement/PERA ........................................................................................................................... 24 Tuition Reimbursement .................................................................................................................. 24 HOLIDAYS ....................................................................................................................................... 25 SEPARATION FROM SERVICE ..................................................................................................... 26 Resignations ................................................................................................................................... 26 LEAVES OF ABSENCE ................................................................................................................... 26 Sick Leave ...................................................................................................................................... 26 Severance ....................................................................................................................................... 28 Vacation Leave ............................................................................................................................... 29 Eligibility ....................................................................................................................................... 29 Accrual Rate .................................................................................................................................. 29 Earnings and Use ........................................................................................................................... 29 Severance ....................................................................................................................................... 29 Funeral Leave ................................................................................................................................. 30 Unpaid Leave ................................................................................................................................. 30 Regular Leave without Pay ............................................................................................................ 30 Military Leave ................................................................................................................................ 31 Jury Duty ........................................................................................................................................ 31 Court Appearances ......................................................................................................................... 32 Victim or Witness Leave ................................................................................................................ 32 Job Related Injury or Illness ........................................................................................................... 32 Administrative Leave ..................................................................................................................... 32 School Conference Leave ............................................................................................................... 33 47 4 Bone Marrow/Organ Donation Leave ............................................................................................ 33 Elections/Voting ............................................................................................................................. 33 Family and Medical Leave ............................................................................................................. 33 Pregnancy and Parenting Leave ..................................................................................................... 33 Adoptive Parents ............................................................................................................................ 34 Reasonable Unpaid Work Time for Nursing Mothers ................................................................... 34 Reasonable Accommodations to an Employee for Health Conditions Relating to Pregnancy ...... 34 Light Duty/Modified Duty Assignment ......................................................................................... 35 RESPECTFUL WORKPLACE POLICY .......................................................................................... 35 Applicability ................................................................................................................................... 35 Abusive Customer Behavior .......................................................................................................... 36 Types of Disrespectful Behavior .................................................................................................... 36 Violent behavior: ........................................................................................................................... 36 Discriminatory behavior: ............................................................................................................... 36 Offensive behavior:........................................................................................................................ 36 Sexual harassment: ........................................................................................................................ 36 Sexual harassment includes, but is not limited to, the following: ................................................. 37 Names and Pronouns ...................................................................................................................... 37 Possession and Use of Dangerous Weapons .................................................................................. 37 Employee Response to Disrespectful Workplace Behavior ........................................................... 37 Supervisor’s Response to Allegations of Disrespectful Workplace Behavior ............................... 38 Special Reporting Requirements .................................................................................................... 39 Confidentiality ................................................................................................................................ 39 Retaliation ...................................................................................................................................... 39 DISCIPLINE ...................................................................................................................................... 39 General Policy ................................................................................................................................ 39 No Contract Language Established ................................................................................................ 40 Process ............................................................................................................................................ 40 Oral Reprimand.............................................................................................................................. 40 Written Reprimand ........................................................................................................................ 40 Suspension With or Without Pay ................................................................................................... 40 Demotion and/or Transfer .............................................................................................................. 41 Salary ............................................................................................................................................. 41 Dismissal ........................................................................................................................................ 41 GRIEVANCE PROCEDURE ............................................................................................................ 41 Waiver ............................................................................................................................................ 42 48 5 EMPLOYEE EDUCATION & TRAINING ...................................................................................... 42 Policy .............................................................................................................................................. 42 Job-Related Training & Conferences ............................................................................................. 42 Job-Related Meetings ..................................................................................................................... 43 Request for Participation in Training & Conferences .................................................................... 43 Out of State Travel ......................................................................................................................... 43 Compensation for Travel & Training Time ................................................................................... 43 Memberships and Dues .................................................................................................................. 43 Travel & Meal Allowance .............................................................................................................. 43 OUTSIDE EMPLOYMENT .............................................................................................................. 44 DRUG FREE WORKPLACE ............................................................................................................ 45 CITY DRIVING POLICY ................................................................................................................. 45 Procedures ...................................................................................................................................... 45 Responsibility ................................................................................................................................. 46 SAFETY ............................................................................................................................................. 46 Reporting Accidents and Illnesses ................................................................................................. 46 Safety Equipment/Gear .................................................................................................................. 46 Unsafe Behavior ............................................................................................................................. 46 49 6 INTRODUCTION Purpose This handbook provides information to you, as an employee of the City of Columbia Heights, about certain terms and conditions of your employment. It is not, and should not be considered, an employment contract. Your continued employment, and the conditions of the employment, is solely within the discretion of the City of Columbia Heights. The handbook summarizes major policies and programs related to your employment. Additional information about many of these policies and programs is available from the City’s Administration office. Please take advantage of those resources to assure that you are fully aware of your rights and responsibilities as an employee of the City of Columbia Heights. Except as otherwise prohibited by law, the City of Columbia Heights has the right to terminate any employee at any time for any or no reason. Employees may similarly terminate employment at any time for any reason. Only the City Manager and/or City Council has the right to alter the “at will” agreement. Scope These policies apply to all employees of the City. Except where specifically noted, these policies do not apply to: 1. Elected officials 2. City attorney 3. Members of City boards, commissions, and committees 4. Consultants and contractors 5. Volunteers, except as specifically noted for paid-per-call firefighters. If any specific provisions of the personnel policies conflict with any current union agreement, the union agreement will prevail. Union employees are encouraged to consult their collective bargaining agreement first for information about their employment conditions. Nothing in these policies is intended to modify or supersede any applicable provision of state or federal law. These policies serve as an information guide to help employees become better informed and to make their experience with the City more rewarding. Divisions may have special work rules deemed necessary by the Division Director and approved by the City Manager for the achievement of objectives of that Division. Each employee will be given a copy of such work rules by the Division upon hiring and such rules will be further explained and enforcement discussed with the employee by the immediate supervisor. EEO Policy Statement The City of Columbia Heights is committed to providing equal opportunity in all areas of employment, including but not limited to recruitment, hiring, demotion, promotion, transfer, selection, lay-off, disciplinary action, termination, compensation and selection for training. The City of Columbia Heights will not discriminate against any employee or job applicant on the basis of race, color, creed, religion, national origin, ancestry, sex, sexual orientation, gender identity, or gender expression, disability, age, marital status, genetic information, status with regard to public 50 7 assistance, veteran status, familial status, or membership on a local human rights commission or lawful participation in the Minnesota Medical Cannabis Patient Registry. Data Practices Advisory Employee records are maintained in a location designated by the City Manager. Personnel data is retained in personnel files, finance files, and benefit/medical files. Information is used to administer employee salary and benefit programs, process payroll, complete state and federal reports, document employee performance, etc. Employees have the right to know what data is retained, where it is kept, and how it is used. All employee data will be received, retained, and disseminated according to the Minnesota Government Data Practices Act. Media Requests All city employees have a responsibility to help communicate accurate and timely information to the public in a professional manner. Requests for private data, or requests made under the Minnesota Government Data Practices Act should be routed to the data practices authority, who is the City Clerk. With the exception of routine events and basic information readily available to the public, all requests for interviews or information from the media are to be routed through the City Manager or designated Public Information Officer, who in most cases will be the Communications Coordinator. No city employee is authorized to speak on behalf of the City without prior authorization from the City Manager or his/her designee. Media requests include anything intended to be published or viewable to others in some form such as television, radio, newspapers, newsletters, social media postings, and websites. When responding to media requests, employees should follow these steps: 1. If the request is for routine or public information (such as meeting times or agendas, public event details, or construction updates), provide the information accurately and promptly and/or notify the Communications Coordinator. 2. If the request is regarding information about city personnel, potential litigation, controversial issues, an opinion on a City matter, or if an employee is unsure if the request is a “routine” question, forward the request to the City Manager and Communications Coordinator. An appropriate response would be, “I’m sorry, I don’t have the full information regarding that issue. Let me take some basic information and submit your request to the appropriate person, who will get back to you as soon as he/she can.” Then ask the media representative’s name, questions, deadline, and contact information. All news releases concerning city personnel will be the responsibility of the City Manager. All news releases on non-personnel and non-controversial matters should be routed through the Communications Coordinator. When/if the City Manager or his/her designee authorizes a staff person to communicate on behalf of the City in interviews, publications, news releases, on social media sites, and related communications, employees must: • Identify themselves as representing the City. 51 8 • Be respectful, professional, truthful, and prompt when providing information. In most cases, only factual information (not opinions or editorial comments) should be provided. Corrections must be issued when needed. • Generally not include personal opinions in official city statements. One exception is communications related to promoting a City service. For example, an employee could post the following on the City’s Facebook page: “My family visited Hill Park this weekend and really enjoyed the new band shelter.” Employees who have been approved to use social media sites on behalf of the City should seek assistance from the Communications Coordinator or City Manager on this topic. • Notify the City Manager if they will be using their personal technology (cell phones, home computer, cameras, etc.) for City business. Employees should be aware that data transmitted or stored may be subject to the Minnesota Government Data Practices Act. • Any employee who identifies a mistake in reporting should bring the error to the Communications Coordinator, City Manager or other appropriate staff. • Regardless of whether the communication is in the employee’s official City role or in a personal capacity, employees must comply with all laws related to trademark, copyright, software use, etc. Personal Communications and Use of Social Media It is important for city employees to remember that the personal communications of employees may reflect on the City, especially if employees are commenting on City business. The following guidelines apply to personal communications, including various forms such as social media (Facebook, Twitter, blogs, YouTube, etc.), letters to the editor of newspapers, and personal endorsements: • Remember what you write or post is public, and will be so for a long time. It may also be spread to large audiences. Use common sense when using email or social media sites. It is a good idea to refrain from sending or posting information or photos you would not want your boss or other employees to read, or you would be embarrassed to see in the newspaper. Keep in mind harassment, bullying, threats of violence, discrimination, or retaliation that would not be permissible in the workplace is not permissible between co- workers online, even if it is done after hours, from home and on home computers. • The City of Columbia Heights expects its employees to be fair, courteous, and respectful to supervisors, co-workers, citizens, customers, and other persons associated with the City. Avoid using statements, photographs, video or audio that reasonably may be viewed as malicious, obscene, threatening or intimidating, disparaging, or might constitute harassment or bullying. Examples of such conduct might include offensive posts meant to intentionally harm someone’s reputation or posts that could contribute to a hostile work environment on the basis of sex, race, national origin, age, color, creed, religion, disability, marital status, familial status, veteran status, sexual orientation, gender identity, or gender expression, status with regard to public assistance or membership or activity in a local human rights commission. • If you publish something related to City business, identify yourself and use a disclaimer such as, “I am an employee of the City of Columbia Heights. However, these are my own opinions and do not represent those of the City of Columbia Heights.” 52 9 • City resources, working time, or official City positions cannot be used for personal profit or business interests, or to participate in personal political activity. Some examples: a building inspector could not use the City’s logo, email, or working time to promote his/her side business as a plumber; a parks employee should not access a park after hours even though he or she may have a key; a clerk, while working at City Hall, should not campaign for a friend who is running for City Council. • Personal social media account name or email names should not be tied to the City (e.g., Columbia Heights Cop). CITYWIDE WORK RULES & CODE OF CONDUCT Conduct as a City Employee In accepting city employment, employees become representatives of the City and are responsible for assisting and serving the citizens for whom they work. An employee’s primary responsibility is to serve the residents of the City of Columbia Heights. Employees should exhibit conduct that is ethical, professional, responsive, and of standards becoming of a city employee. To achieve this goal, employees must adhere to established policies, rules, and procedures and follow the instructions of their supervisors. The following are job requirements for every position at the City of Columbia Heights. All employees are expected to: • Perform assigned duties to the best of their ability at all times. • Render prompt and courteous service to the public at all times. • Read, understand, and comply with the rules and regulations as set forth in these personnel policies as well as those of their departments. • Conduct themselves professionally toward both residents and staff and respond to inquiries and information requests with patience and every possible courtesy. • Report any and all unsafe conditions to the immediate supervisor. • Maintain good attendance while meeting the goals set by an employee’s supervisor. Attendance & Absence The operations and standards of service in the City of Columbia Heights require that employees be at work unless valid reasons warrant absence or an employee has a position that has been approved to work remotely. In order for a team to function efficiently and effectively, employees must fully understand the goals that have been set for them and the time required to be on the job. Understanding attendance requirements is an essential function of every city position. Employees who are going to be absent from work are required to notify their supervisor as soon as possible in advance of the absence. In the event of an unexpected absence, employees should call their supervisor before the scheduled starting time and keep in mind the following procedures: • If the supervisor is not available at the time, the employee should leave a message that includes a telephone number where he/she can be reached and/or contact any other individual who was designated by the supervisor. • Failure to use the established reporting process will be grounds for disciplinary action. • The employee must call the supervisor on each day of an absence extending beyond one (1) day unless arrangements otherwise have been made with the supervisor. 53 10 • Employees who are absent for three (3) days or more and who do not report the absence in accordance with this policy, will be considered to have voluntarily resigned not in good standing. • The City may waive this rule if extenuating circumstances warranted such behavior. This policy does not preclude the City from administering discipline for unexcused absences of less than three (3) days. Individual departments may establish more specific reporting procedures. For budgetary and confidentiality reasons, non-exempt employees (eligible for overtime pay) are not authorized to take work home or work through lunch or paid breaks without prior approval from their supervisor. Access To and Use of City Property Any employee who has authorized possession of keys, tools, cell phones, pagers, or other City- owned equipment must register his/her name and the serial number (if applicable) or identifying information about the equipment with his/her supervisor. All such equipment must be turned in and accounted for by any employee leaving employment with the City in order to resign in good standing. Employees are responsible for the safekeeping and care of all such equipment. The duplication of keys owned by the City is prohibited unless authorized by the City Manager. Any employee found having an unauthorized duplicate key will be subject to disciplinary action. Appearance Departments may establish dress codes for employees as part of departmental rules. Personal appearance should be appropriate to the nature of the work and contacts with other people and should present a positive image to the public. Clothing, jewelry, or other items that could present a safety hazard are not acceptable in the workplace. Dress needs vary by function. Employees who spend a portion of the day in the field need to dress in a professional manner appropriate to their jobs, as determined by their supervisor. Employees may dress in accordance with their gender identity, within the constraints of the dress codes adopted by the City. City staff shall not enforce the City’s dress code more strictly against transgender and gender diverse employees than other employees. Conflict of Interest City employees are to remove themselves from situations in which they would have to take action or make a decision where that action or decision could be a perceived or actual conflict of interest or could result in a personal benefit for themselves or a family member. If an employee has any question about whether such a conflict exists, he/she should consult with the City Manager. Falsification of Records Any employee who makes false statements or commits, or attempts to commit, fraud in an effort to prevent the impartial application of these policies, will be subject to immediate disciplinary action up to and including termination and potential criminal prosecution. 54 11 Whistleblower Protections An employee of the City who, in good faith, reports an activity that he/she considers to be illegal or dishonest to one or more of the parties may have whistleblower protections. The whistleblower is not responsible for investigating the activity or for determining fault or corrective measures; appropriate city management officials are charged with these responsibilities. Examples of illegal or dishonest activities include violations of federal, state or local laws; billing for services not performed or for goods not delivered; and other fraudulent financial reporting. If an employee has knowledge of or a concern of illegal or dishonest fraudulent activity, the employee is to contact his/her immediate supervisor or Human Resources. The employee must exercise sound judgment to avoid baseless allegations. An employee who intentionally files a false report of wrongdoing may be subject to discipline up to and including termination. It is the City's legal responsibility to protect employees who make a complaint of employment discrimination, who serve as a witness or participate in an investigation, or who are exercising their rights when requesting religious or disability accommodation from retaliation. Whistleblower protections are provided in two important areas – confidentiality and against retaliation; insofar as consistent with Minnesota Data Practices, the confidentiality of the whistleblower will be maintained. However, identity may have to be disclosed to conduct a thorough investigation, to comply with the law and to provide accused individuals their legal rights of defense. The City will not retaliate against a whistleblower. This includes but is not limited to, protection from retaliation in the form of an adverse employment action such as termination, compensation decreases, or poor work assignments and threats of physical harm. Any whistleblower who believes he/she is being retaliated against must contact Human Resources immediately. The right of a whistleblower for protection against retaliation does not include immunity for any personal wrongdoing. Personal Telephone Calls Personal telephone calls are to be made or received only when truly necessary (e.g., family or medical emergency). They are not to interfere with city work and are to be completed as quickly as possible. Any personal long distance call costs will be paid for by the employee. Please refer to the cell phone policy for information on use of cellular phones. Political Activity City employees have the right to express their views and to pursue legitimate involvement in the political system. However, no city employee will directly or indirectly, during hours of employment, solicit or receive funds for political purposes. Further, any political activity in the workplace must be pre-approved by the City to avoid any conflict of interest or perception of bias such as using authority or political influence to compel another employee to apply for or become a member in a political organization. 55 12 Smoking The City of Columbia Heights observes and supports the Minnesota Clean Indoor Air Act in relation to its public facilities. All city buildings and vehicles, in their entirety, shall be designated as tobacco free, meaning that smoking in any form (through the use of tobacco products such as pipes, cigars, and cigarettes) or “vaping” with e-cigarettes is prohibited while in a City facility or vehicle. Smoking of any kind, including pipes, cigars, cigarettes, vaping with e-cigarettes, and the use of chewing tobacco, is prohibited for employees while on duty. Employees 18 and over are allowed to smoke only during their breaks and lunch, and only in areas designated for that purpose. DEFINITIONS For purposes of these policies, the following definitions will apply: Authorized Hours The number of hours an employee was hired to work. Actual hours worked during any given pay period may be different than authorized hours, depending on workload demands or other factors, and upon approval of the employee’s supervisor. Benefits Privileges granted to qualified employees in the form of paid leave and/or insurance coverage. Benefit Earning Employees Employees who are eligible for at least a pro-rated portion of City-provided benefits. Such employees must be year-round employees who are regularly scheduled for 20 hours or more per week. Core Hours The core hours that all employees (exempt and non-exempt) are expected to work are 8 a.m. to 4:30 p.m., Monday through Friday. Police, fire, public works, liquor, and library employees do not have core hours and work the schedules established by their supervisors. Demotion The movement of an employee from one job class to another within the City, where the maximum salary for the new position is lower than that of the employee’s former position. Employee An individual who has successfully completed all stages of the selection process, including the training period. Exempt Employee Employees who are not covered by the overtime provisions of the federal or state Fair Labor Standards Act. 56 13 FICA (Federal Insurance Contributions Act) FICA is the federal requirement that a certain amount be automatically withheld from employees’ earnings. Specifically, FICA requires an employee contribution of 6.2 percent for Social Security and 1.45 percent for Medicare. The City contributes a matching 7.65 percent on behalf of each employee. Certain employees are exempt or partially exempt from these withholdings (e.g., police officers). These amounts may change if required by law. Fiscal Year The period from Jan. 1 to Dec. 31. Full-Time Employee Employees who are required to work forty (40) or more hours per week year-round in an ongoing position. Hours of Operation The City’s regular hours of operation are Monday through Friday, from 8 a.m. to 4:30 p.m. Management Employee An employee who is responsible for managing a division or department of the City. Non-Exempt Employee Employees who are covered by the federal or state Fair Labor Standards Act. Such employees are normally eligible for overtime at 1.5 times their regular hourly wage for all hours worked over forty (40) in any given workweek. Part-Time Employee Employees who are required to work less than forty (40) hours per week year-round in an ongoing position. Pay Period A fourteen (14) day period beginning at 12 a.m. (midnight) on Saturday through 11:59 p.m. on Friday, fourteen (14) days later. PERA (Public Employees Retirement Association) Statewide pension program in which all city employees meeting program requirements must participate in accordance with Minnesota law. The City and the employee each contribute to the employee’s retirement account. Promotion Movement of an employee from one job class to another within the City, where the maximum salary for the new position is higher than that of the employee’s former position. 57 14 Reclassify Movement of a job from one classification to another classification because of a significant change in the position’s duties and responsibilities. Seasonal Employee Employees who work only part of the year (100 days or less) to conduct seasonal work. Seasonal employees may be assigned to work a full-time or part-time schedule. Seasonal employees do not earn benefits or credit for seniority. Service Credit Time worked for the City. An employee begins earning service credit on the first day worked for the City. Some forms of leave will create a break in service. Temporary Employee Employees who work in temporary positions. Temporary jobs might have a defined start and end date or may be for the duration of a specific project. Temporary employees may be assigned to work a full-time or part-time schedule. Temporary employees do not earn benefits or credit for seniority. Training/Probationary Period A twelve-month period at the start of employment with the City (or at the beginning of a promotion, reassignment, or transfer) that is designated as a period within which to learn the job, unless covered by a collective bargaining agreement stating a different time frame. The training period is an integral extension of the City’s selection process and is used by supervisors for closely observing an employee’s work. An employee serving his/her initial probationary period may be disciplined at the sole discretion of the City, up to and including dismissal. An employee so disciplined, including dismissal, will not have any grievance rights. Nothing in this policy handbook shall be construed to imply that after completion of the probationary period, an employee has any vested interest or property right to continued City employment. Time served in temporary, seasonal, volunteer or interim positions are not considered part of the probationary period. If an emergency arises during an employee’s probationary period which requires a leave of absence, such time off, if granted, will not be considered as time worked, and the probationary period will be extended by the length of time taken. Transfer Movement of an employee from one city position to another of equivalent pay. 58 15 Weapons Weapons are defined to include all legal or illegal firearms, switchblade knives, or any other object that has been modified to serve as a weapon or that has the primary purpose of serving as a weapon. Workweek A workweek is seven consecutive 24-hour periods. For most employees the workweek will run from Saturday through the following Friday. With the approval of the City Manager, departments may establish a different workweek based on coverage and service delivery needs (e.g., police department, fire department, park and recreation department). EMPLOYEE RECRUITMENT & SELECTION Scope The City Manager or a designee will manage the hiring process for positions within the City. While the hiring process may be coordinated by staff, the City Manager is responsible for the final hiring decision and must approve all hires to city employment. All hires will be made according to merit and fitness related to the position being filled. Features of the Recruitment System The City Manager or designee will determine if a vacancy will be filled through an open recruitment or by promotion, transfer, or some other method. This determination will be made on a case-by-case basis. The majority of position vacancies will be filled through an open recruitment process. Application for employment will generally be made online or by application forms provided by the City. Other materials in lieu of a formal application may be accepted in certain recruitment situations as determined by the City Manager or designee. Supplemental questionnaires may be required in certain situations. All candidates must complete and submit the required application materials by the posted deadline, in order to be considered for the position. The deadline for applications may be extended by the City Manager. Unsolicited applications will not be kept on file. Position vacancies may be filled on an “acting” basis as needed. The City Manager will approve all acting appointments. Pay rate adjustments, if any, will be determined by the City Manager. Testing and Examinations Applicant qualifications will be evaluated in one or more of the following ways: training and experience rating; written test; oral test or interview; performance or demonstrative test; physical agility test; or other appropriate job-related exam. For example: • Keyboarding exercises for data entry positions. • Writing exercises for positions requiring writing as part of the job duties. • “In-basket” exercise for an administrative support position (sets up real-life scenarios and items that would likely be given to the position for action, and asks the candidate to list and prioritize the steps they would take to complete the tasks). 59 16 • Mock presentation to the City Council for a planning director position, for example. • Scenarios of situations police officers are likely to encounter on the job that test the candidate’s decision-making skills (can be role played or multiple choice questions). Internal recruitments will be open to any city employee who: (1) has successfully completed the initial training period; (2) meets the minimum qualifications for the vacant position; and (3) currently is and for the past year has been in good standing with the City. The City Manager or designee will establish minimum qualifications for each position with input from the appropriate supervisor. To be eligible to participate in the selection process, a candidate must meet the minimum qualifications. If you have any questions about whether your qualifications might meet the established minimums, contact the HR department to ask. In many cases the City will consider alternative experience if it is substantially equivalent to the qualification being required. Pre-Employment Medical Exams The City Manager or designee may determine that a pre-employment medical examination, which may include a psychological evaluation, is necessary to determine fitness to perform the essential functions of any City position. Where a medical examination is required, an offer of employment is contingent upon successful completion of the medical exam. When a pre-employment medical exam is required, it will be required of all candidates who are finalists and/or who are offered employment for a given job class. Information obtained from the medical exam will be treated as confidential medical records. When required, the medical exam will be conducted by a licensed physician designated by the City with the cost of the exam paid by the City. (Psychological/psychiatric exams will be conducted by a licensed psychologist or psychiatrist). The physician will notify the City Manager or designee that a candidate either is or isn’t medically able to perform the essential functions of the job, with or without accommodations, and whether the candidate passed a drug test, if applicable. If the candidate requires accommodation to perform one or more of the essential functions of the job, the City Manager or designee will confer with the physician and candidate regarding reasonable and acceptable accommodations. If a candidate is rejected for employment based on the results of the medical exam, he/she will be notified of this determination. Selection Process The selection process will be a cooperative effort between the City Manager or designee and the hiring supervisor, subject to final hiring approval of the City Manager. Any, all, or none of the candidates may be interviewed. The process for hiring seasonal and temporary employees may be delegated to the appropriate supervisor with each hire subject to final City Manager or designee approval. Except where prohibited by law, seasonal and temporary employees may be terminated by the supervisor at any time, subject to City Manager approval. 60 17 The City has the right to make the final hiring decision based on qualifications, abilities, experience and City of Columbia Heights’ needs. Background Checks All finalists for employment with the City will be subject to a background check to confirm information submitted as part of application materials and to assist in determining the candidate’s suitability for the position. Except where already defined by state law, the City Manager will determine the level of background check to be conducted based on the position being filled. Training Period The training period is an integral part of the selection process and will be used for the purpose of closely observing the employee’s work and for training the employee in work expectations. Training periods apply to new hires, transfers, promotions, and rehires. Training periods are twelve months in duration, but may be extended by, for example, an unpaid leave of absence. ORGANIZATION Job Descriptions The City will maintain job descriptions for each regular position. New positions will be developed as needed but must be approved by the City Manager prior to the position being filled. A job description is prepared for each position within the City. Each job description will include: position title, department, supervisor’s title, FLSA status (exempt or non-exempt), primary objective of the position, essential functions of the position, examples of performance criteria, minimum requirements, desirable training and experience, supervisory responsibilities (if any), and extent of supervisory direction or guidance provided to position. In addition, job descriptions may also describe the benefits offered and potential career path opportunities as a means to entice a qualified pool of applicants. Good attendance and compliance with work rules and policies are essential functions of all City positions. Prior to posting a vacant position the City Manager or designee and the hiring supervisor review the existing job description to ensure it is an accurate reflection of the position and that the stated job qualifications do not present artificial barriers to employment. A current job description is provided to each new employee. Supervisors are responsible for revising job descriptions as necessary to ensure that the position’s duties and responsibilities are accurately reflected. All revisions are reviewed and must be approved by the City Manager. Assigning and Scheduling Work Assignment of work duties and scheduling work is the responsibility of the supervisor subject to the approval of the City Manager. 61 18 Job Descriptions and Classifications Assignment of job titles, establishment of minimum qualifications, and the maintenance of job descriptions and related records is the responsibility of the City Manager. Layoff In the event it becomes necessary to reduce personnel, temporary employees and those serving a probationary period in affected job classes will be terminated from employment with the City before other employees in those job classes. Within these groups, the selection of employees to be retained will be based on merit and ability as determined by the City Manager. When all other considerations are equal, the principle of seniority will apply in layoffs and recall from layoffs. HOURS OF WORK Work Hours Employee work schedules and opportunities to work remotely will be established by supervisors with the approval of the City Manager. The regular workweek for employees is five eight-hour days in addition to a lunch period, Monday through Friday, except as otherwise approved by the City Manager in accordance with the customs and needs of the individual departments. Part-time, seasonal, and temporary positions: In order to comply with law while avoiding penalties, part-time employees will be scheduled with business needs and in a manner that ensures positions retain part-time status as intended. Employees in part-time and temporary positions are not permitted to work more than 28 hours/week, including hours worked and paid leave (such as annual leave or holiday leave). All shifts, including schedule trades or picked-up shifts, must be pre-approved by supervisor. Unpaid furloughs may be imposed on employees who exceed 28 hours/week. Working a shift without prior approval may result in discipline, up to and including termination of employment. In some rare instances, a part-time, seasonal, or temporary employee may be offered health insurance in order to comply with federal health care reform laws and regulations. Core Hours To ensure employee availability and accountability to the public the City serves, all full-time employees (exempt and non-exempt) are to be at work or available to the public and co-workers during the hours of 8 a.m. to 4:30 p.m., Monday through Friday, unless away from the work site for a work-related activity or on approved leave, and except as approved by the City Manager in accordance with the customs and needs of the individual departments. Meal Breaks and Rest Periods A paid fifteen (15) minute break is allowed within each four (4) consecutive hours of work. An unpaid thirty (30) minute lunch period is provided when an employee works eight (8) or more consecutive hours. Employees are expected to use these breaks as intended and will not be permitted to adjust work start time, end time, or lunch time by saving these breaks. 62 19 Employees working in city buildings will normally take their break at the place provided for that purpose in each building. Employees working out-of-doors will normally take their break at the location of their work. Employees whose duties involve traveling throughout the City may stop along the assigned route at a restaurant or other public accommodation for their fifteen (15) minute break. Exceptions must be approved by the supervisor or City Manager. Departments with unique job or coverage requirements may have additional rules, issued by the supervisor and subject to approval of the City Manager, on the use of meal breaks and rest periods. Adverse Weather Conditions City facilities will generally be open during adverse weather. Due to individual circumstances, each employee will have to evaluate the weather and road conditions in deciding to report to work (or leave early). Employees not reporting to work for reasons of personal safety will not normally have their pay reduced as a result of this absence. Employees will be allowed to use accrued vacation time or compensatory time, or with supervisor approval, may modify the work schedule or make other reasonable schedule adjustments. Sworn police officers and public works maintenance employees will generally be required to report to work regardless of conditions. Decisions to cancel City Council meetings will be made by the City Manager and Mayor. Decisions to cancel City Committee and Commissions will be made by the City Manager and the respective Division Head in consultation with the Mayor and the respective City Council Liaison. Decisions to cancel departmental programs (special events, recreation programs, etc.) will be made by the respective Division Head or the City Manager. COMPENSATION Full-time employees of the City will be compensated according to schedules adopted by the City Manager. Not including reimbursements for allowable expenses, unless approved by the City Council as part of the annual budget, employees will not receive any amount from the City in addition to the pay authorized for the positions to which they have been appointed. Expense reimbursement or travel expenses may be authorized in addition to regular pay. Compensation for seasonal and temporary employees will be set by the City Manager at the time of hire, or on an annual basis. Under the Minnesota Wage Disclosure Protection Law, employees have the right to tell any person the amount of their own wages. While the Minnesota Government Data Practices Act (Minn. Stat. §13.43), specifically lists an employee’s actual gross salary and salary range as public personnel data, Minnesota law also requires wage disclosure protection rights and remedies to be included in employer personnel handbooks. To that end, and in accordance with Minn. Stat. §181.172, employers may not: 63 20 • Require nondisclosure by an employee of his or her wages as a condition of employment. • Require an employee to sign a waiver or other document which purports to deny an employee the right to disclose the employee’s wages. • Take any adverse employment action against an employee for disclosing the employee’s own wages or discussing another employee’s wages which have been disclosed voluntarily. • Retaliate against an employee for asserting rights or remedies under Minn. Stat. §181.172, subd. 3. The City cannot retaliate against an employee for disclosing his/her own wages. An employee’s remedies under the Wage Disclosure Protection Law are to bring a civil action against the City and/or file a complaint with the Minnesota Department of Labor and Industry at (651) 284-5070 or (800) 342-5354. Payroll City employees have two options to receive their pay. They may elect paper paychecks or they may elect to have their pay deposited via Direct Deposit. Employees are responsible for notifying the Human Resources Director of any change in status, including changes in address, phone number, names of beneficiaries, marital status, etc. Paychecks Paychecks will be distributed every two weeks. Distribution of paychecks to city employees is to be accomplished in a timely manner using accurate, consistent procedures. When paydays fall on a bank holiday, paychecks will be distributed on the day prior to the bank holiday. When paydays fall on a City observed non-banking holiday (Friday after Thanksgiving for example), paychecks will be distributed on the next business day. Direct Deposit Direct Deposit of paychecks is offered to employees as an alternative to paper checks. Direct deposit of checks will occur every two weeks. When paydays fall on a bank holiday, the direct deposit will occur on the day prior to the bank holiday. When paydays fall on a City observed non- banking holiday (Friday after Thanksgiving for example), the direct deposit will occur on the City observed holiday. Paychecks and direct deposit stubs will not be given to anyone other than the person for whom they were prepared, unless the person has a note signed by the employee authorizing the City to give the other person the check or stub. Checks will be given to the spouse, or another appropriate immediate family member, in the case of a deceased employee. Time Reporting Full-time, non-exempt employees are expected to work the number of hours per week as established for their position. In most cases, this will be 40 hours per workweek. They will be paid according to the time reported on their time sheets. To comply with the provisions of the federal and state Fair Labor Standards Acts, hours worked and any leave time used by non-exempt employees are to be recorded daily and submitted to payroll on a bi-weekly basis. Certification of 64 21 hours is required to be submitted by exempt employees as a means to track paid leave. Each time reporting form must include the signature of the employee and immediate supervisor. Each certification of hours form must include the signature of the employee. Reporting false information on a time sheet or certification of hours may be cause for immediate termination. Overtime / Compensatory Time The City of Columbia Heights has established this overtime policy to comply with applicable state and federal laws governing accrual and use of overtime. The City Manager will determine whether each employee is designated as “exempt” or “non-exempt” from earning overtime. In general, employees in executive, administrative, and professional job classes are exempt; all others are non-exempt. Non-Exempt (Overtime-Eligible) Employees All overtime-eligible employees will be compensated at the rate of time-and-one-half for all hours worked over 40 in one workweek. Vacation, sick leave, and paid holidays do not count toward “hours worked.” Compensation will take the form of either time-and-one-half pay or compensatory time as determined via collective bargaining agreements or by the Division Head and City Manager for each respective Division. Compensatory time is paid time off at the rate of one-and-one-half hours off for each hour of overtime worked. For most employees the workweek begins at midnight on Saturday and runs until the following Friday night at 11:59 p.m. Supervisors may establish a different workweek based on the needs of the department, subject to the approval of the City Manager. The employee’s supervisor must approve overtime hours in advance. An employee who works overtime without prior approval may be subject to disciplinary action. Overtime earned will be paid at the rate of time-and-one-half on the next regularly scheduled payroll date, unless compensatory time is permitted and the employee indicates on his/her timesheet that the overtime earned is to be recorded as compensatory time in lieu of payment. The maximum compensatory time accumulation for any employee is 40 hours per year. Once an employee has earned 40 hours of compensatory time in a calendar year, no further compensatory time may accrue in that calendar year. All further overtime will be paid. Employees may request and use compensatory time off in the same manner as other leave requests. Compensatory time not used by the last day of the first pay period of December will be paid out on the last pay date of December. All compensatory time will be marked as such on official time sheets, both when it is earned and when it is used. The Finance Department will maintain compensatory time records. All compensatory time accrued will be paid when the employee leaves city employment at the hourly pay rate the employee is earning at that time. 65 22 Exempt (Non-Overtime-Eligible) Employees Exempt employees are expected to work the hours necessary to meet the performance expectations outlined by their supervisors. Generally, to meet these expectations, and for reasons of public accountability, an exempt employee will need to work 40 or more hours per week. Exempt employees do not receive extra pay for the hours worked over 40 in one workweek. Exempt employees are paid on a salary basis. This means they receive a predetermined amount of pay each pay period and are not paid by the hour. Their pay does not vary based on the quality or quantity of work performed, and they receive their full weekly salary for any week in which any work is performed. The City of Columbia Heights will only make deductions from the weekly salary of an exempt employee in the following situations: • The employee is in a position that does not earn vacation or sick leave and is absent for a day or more for personal reasons other than sickness or accident, addressed separately below. • The employee is in a position that earns sick leave, receives a workers’ compensation wage loss benefits, and is absent for a full day due to sickness or disability, but he/she is either not yet qualified to use the paid leave or he/she has exhausted all of his/her paid leave. • The employee is absent for a full workweek and, for whatever reason, the absence is not charged to paid leave (for example, a situation where the employee has exhausted all of his/her paid leave or a situation where the employee does not earn paid leave). • The very first workweek or the very last workweek of employment with the City in which the employee does not work a full week. In this case, the City will prorate the employee’s salary based on the time actually worked. • The employee is in a position that earns paid leave and is absent for a partial day due to personal reasons, illness, or injury, but: • Paid leave has not been requested or has been denied. • Paid leave is exhausted. • The employee has specifically requested unpaid leave which prior approval was granted by the City Manager. • The employee is suspended without pay for a full day or more for disciplinary reasons for violations of any written policy that is applied to all employees. • The employee takes unpaid leave under the FMLA. • The City of Columbia Heights may for budgetary reasons implement a voluntary or involuntary unpaid leave program and, under this program, make deductions from the weekly salary of an exempt employee. In this case, the employee will be treated as non-exempt for any workweek in which the budget-related deductions are made. The City of Columbia Heights will not make deductions from pay due to exempt employees being absent for jury duty or attendance as a witness but will require the employee to pay back to the City any amounts received by the employee as jury fees or witness fees. 66 23 If the City inadvertently makes an improper deduction to the weekly salary of an exempt employee, the City will reimburse the employee and make appropriate changes to comply in the future. All employees, in all departments, are required to work overtime as requested by their supervisors as a condition of continued employment. Refusal to work overtime may result in disciplinary action. Supervisors will make reasonable efforts to balance the personal needs of their employees when assigning overtime work. Leave Policy for Exempt Employees Exempt employees are required to work the number of hours necessary to fulfill their responsibilities including evening meetings and/or on-call hours. The normal hours of business for exempt staff are Monday through Friday, 8 a.m. to 4:30 p.m., plus evening meetings as necessary. Exempt employees are required to use paid leave when on personal business or away from the office for more than four (4) hours, on a given day. Absences of four (4) hours or less do not require use of paid leave as it is presumed that the staff member regularly puts in work hours above and beyond the normal 8 a.m. to 4:30 p.m. Monday through Friday requirement. Exempt employees must communicate their absence to the City Manager or his/her designee. If one of the above employees is regularly absent from work under this policy and it is found that there is excessive time away from work that is not justified, the situation will be handled as a performance issue. If it appears that less than forty (40) hours per week is needed to fulfill the position’s responsibilities, the position will be reviewed to determine whether a part-time position will meet the needs of the City. Additional notification and approval requirements may be adopted by the City Manager for specific situations as determined necessary. PERFORMANCE REVIEWS An objective performance review system will be established by the City Manager or designee for the purpose of periodically evaluating the performance of City employees. The quality of an employee’s past performance will be considered in personnel decisions such as promotions, transfers, demotions, terminations and, where applicable, salary adjustments. Performance reviews will be discussed with the employee. While certain components of a performance evaluation, such as disputed facts reported to be incomplete or inaccurate are challengeable using the City’s grievance process, other performance evaluation data, including subjective assessments, are not. For those parts of the performance evaluation system deemed not challengeable, an employee may submit a written response, which will be attached to the performance review. Performance reviews are to be scheduled on a regular basis, at least annually. The form, with all required signatures, will be retained as part of the employee’s personnel file. 67 24 During the training period, informal performance meetings should occur frequently between the supervisor and the employee. Conducting these informal performance meetings provides both the supervisor and the employee the opportunity to discuss what is expected, what is going well and not so well. Signing of the performance review document by the employee acknowledges the review has been discussed with the supervisor and does not necessarily constitute agreement. Failure to sign the document by the employee will not delay processing. BENEFITS Health, Dental, Life Insurance The City makes a competitive monthly contribution toward group health, dental, and life insurance benefits. Employees are encouraged to look closely at this contribution as part of their overall compensation package with the City. For information about coverage and eligibility requirements, employees should refer to the summary plan description or contact the Human Resources Director. Retirement/PERA The City participates in the Public Employees Retirement Association (PERA) to provide pension benefits for its eligible employees to help plan for a successful and secure retirement. Participation in PERA is mandatory for most employees, and contributions into PERA begin immediately. The City and the employee contribute to PERA each pay period as determined by state law. Most employees are also required to contribute a portion of each pay check for Social Security and Medicare (the City matches the employee’s Social Security and Medicare withholding for many employees). For information about PERA eligibility and contribution requirements, contact the Human Resources Director. Tuition Reimbursement To be considered for tuition reimbursement, the employee must be a full time employee in good standing and have been employed by the City for at least one year. All requests for tuition reimbursement will be considered on a case-by-case basis with a recommendation from the Division Head and final approval/disapproval provided by the City Manager. Courses taken for credit at an approved educational institution must meet the following criteria to be approved for reimbursement: • Courses must be directly related to the employee’s present position (whether required for a degree program or not), this program will reimburse the employee up to 100% of the approved course tuition; OR • Courses must be directly related to a reasonable promotional opportunity in the same field of work as present position (whether part of a degree program or not), this program will reimburse the employee up to 50% of the approved course tuition. The City will pay the cost of tuition upon successful completion (C grade or better; “pass” in a pass/fail course) of the approved course. The maximum reimbursement per course will be based 68 25 on an average course cost at the University of Minnesota. The City will not reimburse employees for books, student health fees, materials fees, nor registration fees. Employees may elect to attend a more costly school provided they pay the difference in cost. Employees must reimburse the City if they voluntarily leave employment within twelve (12) months of receiving tuition reimbursement from the City. Tuition reimbursement for an individual employee will not exceed $3,000 per year. Funding of the tuition reimbursement program is to be budgeted through the individual department. Reimbursement monies is contingent upon availability of funds. Reimbursement will be provided contingent upon the following: • Prior to enrolling in a course, the employee must complete a Request for Educational Assistance Form. • The employee must submit the request to the Department Head for his/her signature. The Department Head will: o Review the request; o Ensure it is complete; o Forward the material, including his/her recommendation to the Division Head. • The Department Head will review the request, and forward the material, along with a recommendation, to the City Manager. • The City Manager will determine whether the employee will be reimbursed for the course, and the amount of reimbursement (based on approved course tuition). • The City Manager’s Office will notify the employee, Department Head, and Division Head of the decision. HOLIDAYS The City observes the following official holidays for all regular full-time and part-time employees: New Year’s Day Labor Day Martin Luther King, Jr. Day Veteran’s Day Presidents’ Day Thanksgiving Day Good Friday Friday After Thanksgiving Memorial Day Christmas Eve Day Independence Day Christmas Day Official holidays commence at the beginning of the first shift of the day on which the holiday is observed and continue for twenty-four (24) hours thereafter. When a holiday falls on a Sunday, the following Monday will be the “observed” holiday and when a holiday falls on a Saturday, the preceding Friday will be the “observed” holiday for City operations/facilities that are closed on holidays. Full-time employees and part time employees budgeted to work 20 hours or more per week will receive pay for official holidays at their normal straight time rates, provided they are on paid status on the last scheduled day prior to the holiday and first scheduled day immediately after the 69 26 holiday. Holiday pay shall not be granted to seasonal and temporary employees. Any employee on a leave of absence without pay from the City is not eligible for holiday pay. Premium pay of 1.5 times the regular hourly wage for employees required to work on a holiday will be for hours worked on the “actual” holiday as opposed to the “observed” holiday. Those employees in the position of Liquor Operations Manager, Assistant Store Manager, or Store Supervisor who are required to be on duty on any holiday as set out in the preceding paragraphs, shall be compensated for hours worked in addition to payment for such holidays. Employees wanting to observe holidays other than those officially observed by the City may request either vacation leave or unpaid leave for such time off. SEPARATION FROM SERVICE Resignations Non-Exempt employees wishing to leave city service in good standing must provide a written resignation notice to their supervisor, at least ten (10) working days before leaving. Exempt and Confidential employees must give thirty (30) calendar days’ notice. The written resignation must state the effective date of the employee’s resignation. Unauthorized absences from work for a period of three consecutive work days may be considered as immediate resignation without proper notice. Failure to comply with this procedure may be cause for denying the employee’s severance pay and any future employment with the City. LEAVES OF ABSENCE Depending upon an employee’s situation, more than one form of leave may apply during the same period of time (e.g., the Family and Medical Leave Act is likely to apply during a workers’ compensation absence). An employee will need to meet the requirements of each form of leave separately. Leave requests will be evaluated on a case-by-case basis. Except as otherwise stated, all paid time off, taken under any of the City’s leave programs, must be taken consecutively, with no intervening unpaid leave. The City will provide employees with time away from work as required by state or federal statutes, if there are requirements for such time off that are not described in the personnel policies. Sick Leave Sick leave is authorized absence from work with pay, granted to qualified full-time and part-time employees. Sick leave is a privilege, not a right. Sick leave granted probationary employees shall not be available for use until satisfactory completion of three months of the initial probationary period. Promotional probationary employees may make use of sick leave. 70 27 Employees are to use this paid leave only when they are unable to work for medical reasons and under the conditions explained below. Sick leave does not accrue during an unpaid leave of absence. • Full-time employees will accumulate sick leave at a rate of one (1) working day per month of full-time service. • Part-time employees regularly scheduled to work 20 or more hours per week will accrue sick leave on a pro-rated basis of the full time employee schedule. • Part-time employees regularly scheduled to work less than 20 hours per week will not earn or accrue sick leave. • Temporary and seasonal employees will not earn or accrue sick leave. • Sick leave may be used only for days when the employee would otherwise have been at work. It cannot be used for scheduled days off. Sick leave may be used as follows: • When an employee is unable to perform work duties due to illness or disability (including pregnancy). • For medical, dental or other care provider appointments. • When an employee has been exposed to a contagious disease of such a nature that his/her presence at the work place could endanger the health of others. • To care for the employee’s injured or ill children, including stepchildren or foster children, for such reasonable periods as the employee’s attendance with the child may be necessary. • To take children, or other family members to a medical, dental or other care provider appointment. • To care for an ill spouse, father, father-in-law, mother, mother-in-law, stepparent, grandparent, grandchild, sister or brother. • Pursuant to Minn. Stat. §181.9413, eligible employees may use up to 160 hours of sick leave in any 12-month period for absences due to an illness of or injury to the employee’s adult child, spouse, sibling, parent, grandparent, stepparent, parent-in-law (mother-in-law and father-in-law), and grandchild (includes step-grandchild, biological, adopted, or foster grandchild). • Safety leave: employees are authorized to use sick leave for reasonable absences for themselves or relatives (employee’s adult child, spouse, sibling, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent) who are providing or receiving assistance because they, or a relative, is a victim of sexual assault, domestic abuse, or stalking. Safety leave for those listed, other than the employee and the employee’s child, is limited to 160 hours in any 12-month period. After accrued sick leave has been exhausted, vacation leave may be used upon approval of the City Manager, to the extent the employee is entitled to such leave. To be eligible for sick leave pay, the employee will: • Communicate with his/her immediate supervisor, as soon as possible after the scheduled start of the work day, for each and every day absent; • Keep his/her immediate supervisor informed of the status of the illness/injury or the condition of the ill family member; 71 28 • Submit a physician’s statement upon request. After an absence, a physician’s statement may be required on the employee’s first day back to work, indicating the nature of the illness or medical condition and attesting to the employee’s ability to return to work and safely perform the essential functions of the job with or without reasonable accommodation. Any work restrictions must be stated clearly on the return-to-work form. Employees who have been asked to provide such a statement may not be allowed to return to work until they comply with this provision. Sick leave may be denied for any employee required to provide a doctor’s statement until such a statement is provided. The City has the right to obtain a second medical opinion to determine the validity of an employee’s workers’ compensation or sick leave claim, or to obtain information related to restrictions or an employee’s ability to work. The City will arrange and pay for an appropriate medical evaluation when it is required by the City. Any employee who makes a false claim for sick leave will be subject to discipline up to and including termination. Employees must normally use sick leave prior to using paid vacation, or compensatory time and prior to an unpaid leave of absence during a medical leave. Sick leave is allowed to be used in .25 hour increments up to the accrued amount. Sick leave will normally not be approved after an employee gives notice that he or she will be terminating employment. Exceptions must be approved by the City Manager. Sick leave cannot be transferred from one employee to another unless the City Manager authorizes a sick leave donation for a fellow employee. Sick Leave may be accumulated to a maximum of 120 days. One half of the accumulated sick leave in excess of 120 days shall be converted and recorded as additional annual vacation leave the calendar year after such surplus is earned. Severance Upon leaving City employment in good standing, employees shall receive payment based on their most recent salary level for sick leave based on the following schedule: During employment years 1-5: 20% During employment years 6-10: 33% During employment years 11-19: 40% During employment years 20+: 50% All such sick leave severance pay will be placed into the employee’s Post Employment Health Care Savings Plan on a mandatory basis, in accordance with IRS regulations. The employee has 90 days from the date they receive the COBRA notice to establish the Post Employment Health Care Savings Plan account. If they do not establish the account within the 90 days, they forfeit all sick leave severance pay. 72 29 Vacation Leave Vacation Leave Schedule During Employment Year Vacation Accrual Per Month 1thru 4 Years .833 Days 5 thru 9 Years 1.250 Days 10 thru 19 Years 1.667 Days 20+ Years 2.083 Days Eligibility Full-time employees will earn vacation leave in accordance with the above schedule. Part-time employees regularly scheduled to work 20 hours or more per week will accrue vacation leave on a prorated basis of the full-time employee schedule. Part-time employees regularly scheduled to work less than 20 hours per week, temporary and seasonal employees will not earn or accrue vacation leave. Accrual Rate For the purpose of determining an employee’s vacation accrual rate, years of service will include all continuous time that the employee has worked at the City (including authorized unpaid leave). Employees who are rehired after terminating City employment will not receive credit for their prior service unless specifically negotiated at the time of hire. Earnings and Use After six months of service, vacation leave may be used as it is earned, subject to approval by the employee’s supervisor. An employee will not earn any vacation leave for any pay period unless he/she is employed by the City on the last scheduled work day of the pay period. For vacations to be taken in the amount of three or more consecutive working days, an employee shall give at least two weeks’ notice. This notice may be waived at the discretion of the supervisor and City Manager. Vacation can be requested in increments as small as 0.25 hour up to the total amount of the accrued leave balance. Vacation leave is to be used only by the employee who accumulated it. It cannot be transferred to another employee. Employees may accrue vacation leave up to a maximum of one-and-a-half (1-1/2) times the employee’s annual accrual rate. No vacation will be allowed to accrue in excess of this amount without the approval of the City Manager. Vacation leave cannot be converted into cash payments except at termination. Severance Any employee leaving municipal service in good standing after giving proper notice of such termination of employment shall be compensated for vacation leave accrued to date of the separation. 73 30 Funeral Leave Employees will be permitted to use up to five (5) consecutive working days, with pay, as funeral leave upon the death of an immediate family member. An immediate family member is defined as the employee’s spouse, and the following of either the employee or the employee’s spouse: mother, father, children, sister, brother, grandparents, grandchildren, or dependents. This paid leave will not be deducted from the employee’s vacation or sick leave balance. The actual amount of time off, and funeral leave approved, will be determined by the City Manager depending on individual circumstances (such as the closeness of the relative, arrangements to be made, distance to the funeral, etc.). Unpaid Leave Unpaid leaves may be approved in accordance with the city personnel policies. Employees must normally use all accrued annual leave prior to taking an unpaid leave. No vacation or sick leave benefits shall accrue during the period of unpaid leave. Employees shall request unpaid leaves of absence in advance of the date so desired. Regular Leave without Pay The City Manager may authorize leave without pay for up to a maximum of one year. Normally employee benefits will not be earned by an employee while on leave without pay. However, the City’s contribution toward health, dental and life insurance may be continued, if approved by the City Manager, for leaves of up to ninety (90) days when the leave is for medical reasons and FMLA has been exhausted. If an employee is on a regular leave without pay and is not working any hours, the employee will not accrue (or be paid for) holidays, sick leave, or vacation leave. Employees who are working reduced hours while on this type of leave will receive holiday pay on a prorated basis and will accrue sick leave and vacation leave based on actual hours worked. Leave without pay hours will not count toward seniority and all accrued vacation leave and compensatory time must normally be used before an unpaid leave of absence will be approved. To qualify for leave without pay, an employee need not have used all sick leave earned unless the leave is for medical reasons. Leave without pay for purposes other than medical leave or work- related injuries will be at the convenience of the City. Employees returning from a leave without pay for a reason other than a qualified Parenting Leave or FMLA, will be guaranteed return to the original position only for absences of thirty (30) calendar days or less. Employees receiving leave without pay in excess of thirty (30) calendar days, for reasons other than qualified Parenting Leave or FMLA, are not guaranteed return to their original position. If their original position or a position of similar or lesser status is available, it may be offered at the discretion of the City Manager. 74 31 Military Leave State and federal laws provide protections and benefits to city employees who are called to military service, whether in the reserves or on active duty. Such employees are entitled to a leave of absence without loss of pay, seniority status, efficiency rating, or benefits for the time the employee is engaged in training or active service not exceeding a total of 15 days in any calendar year. The leave of absence is only in the event the employee returns to employment with the City as required upon being relieved from service, or is prevented from returning by physical or mental disability or other cause not the fault of the employee, or is required by the proper authority to continue in military or naval service beyond the fifteen (15) day paid leave of absence. Employees on extended unpaid military leave will receive fifteen (15) days paid leave of absence in each calendar year, not to exceed five years. Where possible, notice is to be provided to the City at least ten (10) working days in advance of the requested leave. If an employee has not yet used his/her fifteen (15) days of paid leave when called to active duty, any unused paid time will be allowed for the active duty time, prior to the unpaid leave of absence. Employees returning from military service will be reemployed in the job that they would have attained had they not been absent for military service and with the same seniority, status and pay, as well as other rights and benefits determined by seniority. Unpaid military leave will be considered hours worked for the purpose of vacation leave and sick leave accruals. Eligibility for continuation of insurance coverage for employees on military leave beyond fifteen (15) days will follow the same procedures as for any employee on an unpaid leave of absence. Employees will be granted up to ten (10) working days of unpaid leave whose immediate family member is a member of the United States armed forces who has been injured or killed while engaged in active service. The 10 days may be reduced if an employee elects to use appropriate accrued paid leave. Unless the leave would unduly disrupt the operations of the City, employees whose immediate family member, as a member of the United States armed forces has been ordered into active service in support of a war or other national emergency, will be granted an unpaid leave of absence, not to exceed one day’s duration in any calendar year, to attend a send-off or homecoming ceremony for the mobilized service member. Jury Duty Regular full-time and part-time employees will be granted paid leaves of absence for required jury duty. Such employees shall receive that portion of their regular compensation, which will together with their jury duty pay or fees, minus mileage reimbursement, equal their total compensation for that period. Time spent on jury duty will not be counted as time worked in computing overtime. 75 32 Employees excused or released from jury duty during their regular working hours will report to their regular work duties as soon as reasonably possible or will take accrued vacation or compensatory time to make up the difference. Employees are required to notify their supervisor as soon as possible after receiving notice to report for jury duty. The employee will be responsible for ensuring that a report of time spent on jury duty and pay form is completed by the clerk of court so the City will be able to determine the amount of compensation due for the period involved. Temporary and seasonal employees are generally not eligible for compensation for absences due to jury duty, but can take a leave without pay subject to Department Head approval. However, if a temporary or seasonal employee is classified as exempt, he/she will receive compensation for the jury duty time. Court Appearances Employees will be paid their regular wage to testify in court for city-related business. Any compensation received for court appearances (e.g. subpoena fees) arising out of or in connection with city employment, minus mileage reimbursement, must be turned over to the City. Victim or Witness Leave An employer must allow a victim or witness, who is subpoenaed or requested by the prosecutor to attend court for the purpose of giving testimony, or is the spouse or immediate family member (immediate family member includes parent, spouse, child or sibling of the employee) of such victim, reasonable time off from work to attend criminal proceedings related to the victim’s case. [See Safety Leave under the Sick Leave Policy for additional information on leave benefits available to employees and certain family members]. Job Related Injury or Illness All employees are required to report any job-related illnesses or injuries to their supervisor immediately (no matter how minor). If a supervisor is not available and the nature of injury or illness requires immediate treatment, the employee is to go to the nearest available medical facility for treatment and, as soon as possible, notify his/her supervisor of the action taken. In the case of a serious emergency, 911 should be called. If the injury is not of an emergency nature, but requires medical attention, the employee will report it to the supervisor and make arrangements for a medical appointment. Workers’ compensation benefits and procedures to return to work will be applied according to applicable state and federal laws. Administrative Leave Under special circumstances, an employee may be placed on an administrative leave pending the outcome of an internal or external investigation. The leave may be paid or unpaid, depending on the circumstances, as determined by the City Manager. 76 33 School Conference Leave Any employee who has worked half-time or more may take unpaid leave for up to a total of sixteen (16) hours during any 12-month period to attend school conferences or classroom activities related to the employee’s child (under 18 or under 20 and still attending secondary school), provided the conference or classroom activities cannot be scheduled during non-work hours. When the leave cannot be scheduled during non-work hours and the need for the leave is foreseeable, the employee must provide reasonable prior notice of the leave to their supervisor and make a reasonable effort to schedule the leave so as not to disrupt unduly the operations of the City. Employees may choose to use vacation leave hours for this absence, but are not required to do so. Bone Marrow/Organ Donation Leave Employees budgeted to work an average of 20 or more hours per week may take paid leave, not to exceed 40 hours, unless agreed to by the City, to undergo medical procedures to donate bone marrow or an organ. The 40 hours is over and above the amount of accrued time the employee has earned. The City may require a physician’s verification of the purpose and length of the leave requested to donate bone marrow or an organ. If there is a medical determination that the employee does not qualify as a bone marrow or organ donor, the paid leave of absence granted to the employee prior to that medical determination is not forfeited. Elections/Voting An employee selected to serve as an election judge pursuant to Minnesota law, will be allowed time off without pay for purposes of serving as an election judge, provided that the employee gives the City at least ten (10) days written notice. All employees eligible to vote at a State general election, at an election to fill a vacancy in the office of United States Senator or Representative, or in a Presidential primary, will be allowed time off with pay to vote on the Election Day. Employees wanting to take advantage of such leave are required to work with their supervisors to avoid coverage issues. Family and Medical Leave Due to the complexity of this type of leave, the City has implemented a stand-alone Family and Medical Leave policy. Please refer to this stand-alone policy for questions regarding eligibility, types of leave covered, and details on the use of this type of leave. Pregnancy and Parenting Leave Employees who work an average of twenty (20) hours or more per week and have been employed more than one year are entitled to take an unpaid leave of absence under the Pregnancy and Parenting Leave Act of Minnesota. Female employees for prenatal care, or incapacity due to pregnancy, childbirth, or related health conditions as well as a biological or adoptive parent in conjunction with the birth or adoption of a child are eligible for up to 12 weeks of unpaid leave which must begin within twelve (12) months of the birth or adoption of the child. In the case where the child must remain in the hospital longer than the mother, the leave must begin within 77 34 12 months after the child leaves the hospital. Employee should provide reasonable notice, which is at least 14 days. If the leave must be taken in less than three days, the employee should give as much notice as practicable. Employees are required to use accrued leave (i.e., sick leave, vacation leave, etc.) during Parenting Leave. In order to be eligible for paid sick leave, the employee shall submit a statement from an approved medical authority to the City Manager’s Office. Such statement must include a definition of the illness or disability, a justification as to why the employee is unable to perform the duties of his/her position, and an expected date as to when the employee could return to work. If the employee has any FMLA eligibility remaining at the time this leave commences, this leave will also count as FMLA leave. The two leaves will run concurrently. The employee is entitled to return to work in the same position and at the same rate of pay the employee was receiving prior to commencement of the leave. Group insurance coverage will remain available while the employee is on leave pursuant to the Pregnancy and Parenting Leave Act, but the employee will be responsible for the entire premium unless otherwise provided in this policy (i.e., where leave is also FMLA qualifying). For employees on an FMLA absence as well, the employer contributions toward insurance benefits will continue during the FMLA leave absence. Adoptive Parents Adoptive parents will be given the same opportunities for leave as biological parents (see provisions for Parenting Leave). The leave must be for the purpose of arranging the child’s placement or caring for the child after placement. Such leave must begin before or at the time of the child’s placement in the adoptive home. Reasonable Unpaid Work Time for Nursing Mothers Nursing mothers will be provided reasonable unpaid break time for nursing mothers to express milk for nursing her child for one year after the child’s birth. The City will provide a room (other than a bathroom) as close as possible to the employee’s work area that is shielded from view and free from intrusion from coworkers and the public and includes access to an electrical outlet, where the nursing mother can express milk in private. Reasonable Accommodations to an Employee for Health Conditions Relating to Pregnancy The City will attempt to provide a female employee who requests reasonable accommodation with the following for her health conditions related to her pregnancy or childbirth: • More frequent restroom, food, and water breaks; • Seating; • Limits on lifting over 20 pounds; and/or • Temporary transfer to a less strenuous or hazardous position, should one be available. Unless such accommodations impose an undue hardship on the City, the City will engage in an interactive process with respect to an employee’s request for a reasonable accommodation. 78 35 Light Duty/Modified Duty Assignment This policy is to establish guidelines for temporary assignment of work to temporarily disabled employees who are medically unable to perform their regular work duties. Light duty is evaluated by the City Manager on a case-by-case basis. This policy does not guarantee assignment to light duty. Such assignments are for short-term, temporary disability-type purposes; assignment of light duty is at the discretion of the City Manager. The City Manager reserves the right to determine when and if light duty work will be assigned. When an employee is unable to perform the essential requirements of his/her job due to a temporary disability, he/she will notify the supervisor in writing as to the nature and extent of the disability and the reason why he/she is unable to perform the essential functions, duties, and requirements of the position. This notice must be accompanied by a physician’s report containing a diagnosis, current treatment, and any work restrictions related to the temporary disability. The notice must include the expected time frame regarding return to work with no restrictions, meeting all essential requirements and functions of the City’s job description along with a written request for light duty. Upon receipt of the written request, the supervisor is to forward a copy of the report to the City Manager. The City may require a medical exam conducted by a physician selected by the City to verify the diagnosis, current treatment, expected length of temporary disability, and work restrictions. It is at the discretion of the City Manager whether or not to assign light duty work to the employee. Although this policy is handled on a case-by-case basis, light duty will not generally be approved beyond six months. If the City offers a light duty assignment to an employee who is out on workers’ compensation leave, the employee may be subject to penalties if he/she refuses such work. The City will not, however, require an employee who is otherwise qualified for protection under the Family and Medical Leave Act to accept a light duty assignment. The circumstances of each disabled employee performing light duty work will be reviewed regularly. Any light duty/modified work assignment may be discontinued at any time. RESPECTFUL WORKPLACE POLICY (includes sexual harassment prevention) The intent of this policy is to provide general guidelines about the conduct that is and is not appropriate in the workplace. The City acknowledges that this policy cannot possibly predict all situations that might arise, and also recognizes that some employees are exposed to disrespectful behavior, and even violence, by the very nature of their jobs. Applicability Maintaining a respectful work environment is a shared responsibility. This policy is applicable to all city personnel including regular, and temporary employees, seasonal employees, volunteers, firefighters, and City Council Members. 79 36 Abusive Customer Behavior While the City has a strong commitment to customer service, the City does not expect that employees accept verbal abuse from any customer. An employee may request that a supervisor intervene when a customer is abusive, or they may defuse the situation themselves, including ending the contact. If there is a concern over the possibility of physical violence, a supervisor should be contacted immediately. When extreme conditions dictate, 911 should be called. Employees should leave the area immediately when violence is imminent unless their duties require them to remain. Employees must notify their supervisor about the incident as soon as possible. Types of Disrespectful Behavior The following types of behaviors cause a disruption in the workplace and are, in many instances, unlawful: Violent behavior: includes the use of physical force, harassment, bullying or intimidation. Discriminatory behavior: includes inappropriate remarks about or conduct related to a person’s race, color, creed, religion, national origin, disability, sex, marital status, age, sexual orientation, gender identity, or gender expression, familial status, or status with regard to public assistance. Offensive behavior: may include such actions as: rudeness, angry outbursts, inappropriate humor, vulgar obscenities, name calling, disparaging language, or any other behavior regarded as offensive to a reasonable person based upon violent or discriminatory behavior as listed above. It is not possible to anticipate in this policy every example of offensive behavior. Accordingly, employees are encouraged to discuss with their fellow employees and supervisor what is regarded as offensive, taking into account the sensibilities of employees and the possibility of public reaction. Although the standard for how employees treat each other and the general public will be the same throughout the City, there may be differences between work groups about what is appropriate in other circumstances unique to a work group. If an employee is unsure whether a particular behavior is appropriate, the employee should request clarification from their supervisor or the City Manager. Sexual harassment: can consist of a wide range of unwanted and unwelcome sexually directed behavior such as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: • Submitting to the conduct is made either explicitly or implicitly a term or condition of an individual’s employment; or • Submitting to or rejecting the conduct is used as the basis for an employment decision affecting an individual’s employment; or 80 37 • Such conduct has the purpose or result of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment. Sexual harassment includes, but is not limited to, the following: • Unwelcome or unwanted sexual advances. This means stalking, patting, pinching, brushing up against, hugging, cornering, kissing, fondling or any other similar physical contact considered unacceptable by another individual. • Verbal or written abuse, kidding, or comments that are sexually-oriented and considered unacceptable by another individual. This includes comments about an individual’s body or appearance where such comments go beyond mere courtesy, telling “dirty jokes” or any other tasteless, sexually oriented comments, innuendos or actions that offend others. • Requests or demands for sexual favors. This includes subtle or obvious expectations, pressures, or requests for any type of sexual favor, along with an implied or specific promise of favorable treatment (or negative consequence) concerning one’s current or future job. Names and Pronouns Every employee will be addressed by a name and by pronouns that correspond to the employee’s gender identity. A court-ordered name or gender change is not required. Possession and Use of Dangerous Weapons Possession or use of a dangerous weapon (see attached definitions) is prohibited on city property, in city vehicles, or in any personal vehicle being used for city business. This includes employees with valid permits to carry firearms. The following exceptions to the dangerous weapons prohibition are as follows: • Employees legally in possession of a firearm for which the employee holds a valid permit, if required, and said firearm is secured within an attended personal vehicle or concealed from view within a locked unattended personal vehicle while that person is working on city property. • A person who is showing or transferring the weapon or firearm to a police officer as part of an investigation. • Police officers and employees who are in possession of a weapon or firearm in the scope of their official duties. Employee Response to Disrespectful Workplace Behavior Employees who believe that disrespectful behavior is occurring are encouraged to deal with the situation in one of the ways listed below. However, if the allegations involve violent behavior, sexual harassment, or discriminatory behavior, then the employee is responsible for taking one of the actions below. If employees see or overhear a violation of this policy, they are encouraged to follow the steps below. Step 1(a). Politely, but firmly, tell whoever is engaging in the disrespectful behavior how you feel about their actions. Politely request the person to stop the behavior because you feel intimidated, offended, or uncomfortable. If practical, bring a witness with you for this discussion. 81 38 Step 1(b). If you fear adverse consequences could result from telling the offender or if the matter is not resolved by direct contact, go to your supervisor, Division Head, or the Human Resources Director. The person to whom you speak is responsible for documenting the issues and for giving you a status report on the matter no later than ten business days after your report. Step 1(c). In the case of violent behavior, all employees are required to report the incident immediately to their supervisor, Division Head, Human Resources Director, or Police Department. Any employee who observes sexual harassment or discriminatory behavior, or receives any reliable information about such conduct, must report it within two business days to a supervisor, Division Head, or the Human Resources Director. Step 2. If, after what is considered to be a reasonable length of time (for example, 30 days), you believe inadequate action is being taken to resolve your complaint/concern, the next step is to report the incident to the City Manager. Supervisor’s Response to Allegations of Disrespectful Workplace Behavior Employees who have a complaint of disrespectful workplace behavior will be taken seriously. In the case of sexual harassment or discriminatory behavior, a supervisor must report the allegations within two business days to the Human Resources Director, who will determine whether an investigation is warranted. A supervisor must act upon such a report even if requested otherwise by the victim. In situations other than sexual harassment and discriminatory behavior, supervisors will use the following guidelines when an allegation is reported: Step 1. If the nature of the allegations and the wishes of the victim warrant a simple intervention, the supervisor may choose to handle the matter informally. The supervisor may conduct a coaching session with the offender, explaining the impact of his/her actions and requiring that the conduct not reoccur. This approach is particularly appropriate when there is some ambiguity about whether the conduct was disrespectful. Step 2. If a formal investigation is warranted the matter will be turned over to the Human Resources Director immediately. The individual alleging a violation of this policy will be interviewed to discuss the nature of the allegations. The person being interviewed may have someone of his/her own choosing present during the interview. The investigator will obtain the following description of the incident, including date, time and place: • Corroborating evidence. • A list of witnesses. • Identification of the offender. Step 3. The supervisor must notify the Human Resources Director about the allegations. Step 4. As soon as practical after receiving the written or verbal complaint, the alleged policy violator will be informed of the allegations. The alleged violator will have the opportunity to answer questions and respond to the allegations. 82 39 Step 5. After adequate investigation and consultation with the appropriate personnel, a decision will be made regarding whether or not disciplinary action will be taken. Step 6. The alleged violator and complainant will be advised of the findings and conclusions as soon as practicable. Special Reporting Requirements When the supervisor is perceived to be the cause of a disrespectful workplace behavior incident, a report will be made to the Human Resources Director who will assume the responsibility for investigation and discipline. If the City Manager is perceived to be the cause of a disrespectful workplace behavior incident, a report will be made to the City Attorney who will confer with the Mayor and City Council regarding appropriate investigation and action. If a councilmember is perceived to be the cause of a disrespectful workplace behavior incident involving city personnel, the report will be made to the Human Resources Director and referred to the City Attorney who will undertake the necessary investigation. The City Attorney will report his/her findings to the City Council, which will take the action it deems appropriate. Pending completion of the investigation, the City Manager may at his/her discretion take appropriate action to protect the alleged victim, other employees, or citizens. Confidentiality A person reporting or witnessing a violation of this policy cannot be guaranteed anonymity. The person’s name and statements may have to be provided to the alleged offender. All complaints and investigative materials will be contained in a file separate from the involved employees’ personnel files. If disciplinary action does result from the investigation, the results of the disciplinary action will then become a part of the employee(s) personnel file(s). Retaliation Consistent with the terms of applicable statutes and City personnel policies, the City may discipline any individual who retaliates against any person who reports alleged violations of this policy. The City may also discipline any individual who retaliates against any participant in an investigation, proceeding or hearing relating to the report of alleged violations. Retaliation includes, but is not limited to, any form of intimidation, reprisal, or harassment. DISCIPLINE General Policy Supervisors are responsible for maintaining compliance with city standards of employee conduct. The objective of this policy is to establish a standard disciplinary process for employees of the City of Columbia Heights. City employees will be subject to disciplinary action for failure to fulfill their duties and responsibilities at the level required, including observance of work rules and standards of conduct and applicable city policies. 83 40 Discipline will be administered in a non-discriminatory manner. An employee who believes that discipline applied was either unjust or disproportionate to the offense committed may pursue a remedy through the grievance procedures established in the City’s personnel policies. The supervisor and/or the Human Resources Director will investigate any allegation on which disciplinary action might be based before any disciplinary action is taken. No Contract Language Established This policy is not to be construed as contractual terms and is intended to serve only as a guide for employment discipline. Process The City may elect to use progressive discipline, a system of escalating responses intended to correct the negative behavior rather than to punish the employee. There may be circumstances that warrant deviation from the suggested order or where progressive discipline is not appropriate. Nothing in these personnel policies implies that any city employee has a contractual right or guarantee (also known as a property right) to the job he/she performs. Documentation of disciplinary action taken will be placed in the employee’s personnel file with a copy provided to the employee. The following are descriptions of the types of disciplinary actions: Oral Reprimand This measure will be used where informal discussions with the employee’s supervisor have not resolved the matter. All supervisors have the ability to issue oral reprimands without prior approval. Oral reprimands are normally given for first infractions on minor offenses to clarify expectations and put the employee on notice that the performance or behavior needs to change, and what the change must be. The supervisor will document the oral reprimand including date(s) and a summary of discussion and corrective action needed. Written Reprimand A written reprimand is more serious and may follow an oral reprimand when the problem is not corrected or the behavior has not consistently improved in a reasonable period of time. Serious infractions may require skipping either the oral or written reprimand, or both. Written reprimands are issued by the supervisor with prior approval from the City Manager. Employees will be given a copy of the reprimand to sign acknowledging its receipt. Employees’ signatures do not mean the employee agrees with the reprimand. Written reprimands will be placed in the employee’s personnel file. Suspension With or Without Pay The City Manager may suspend an employee without pay for disciplinary reasons. Suspension without pay may be followed with immediate dismissal as deemed appropriate by the City 84 41 Manager, except in the case of veterans. Qualified veterans, who have completed their initial probationary period, will not be suspended without pay in conjunction with a termination. The employee will be notified in writing of the reason for the suspension either prior to the suspension or shortly thereafter. A copy of the letter of suspension will be placed in the employee’s personnel file. An employee may be suspended or placed on involuntary leave of absence pending an investigation of an allegation involving that employee. The leave may be with or without pay depending on a number of factors including the nature of the allegations. If the allegation is proven false after the investigation, the relevant written documents will be removed from the employee’s personnel file and the employee will receive any compensation and benefits due had the suspension not taken place. Demotion and/or Transfer An employee may be demoted or transferred if attempts at resolving an issue have failed and the City Manager determines a demotion or transfer to be the best solution to the problem. The employee must be qualified for the position to which they are being demoted or transferred. Salary An employee’s salary increase may be withheld or the salary may be decreased due to performance deficiencies. Dismissal The City Manager may dismiss an employee for substandard work performance, serious misconduct, or behavior not in keeping with city standards. If the disciplinary action involves the removal of a qualified veteran, who has completed his/her initial probationary period, the appropriate hearing notice will be provided and all rights will be afforded the veteran in accordance with Minnesota law. GRIEVANCE PROCEDURE Any dispute between an employee and the City relative to the application, meaning or interpretation of these personnel policies will be settled in the following manner: Step 1: The employee must present the grievance in writing, stating the nature of the grievance, the date at which the incident allegedly occurred, the facts on which it is based, the provision or provisions of the personnel policies allegedly violated and the remedy requested, to employee’s immediate supervisor within fifteen (15) days after the alleged violation or dispute has occurred. The supervisor will respond to the employee in writing within ten (10) calendar days. Step 2: If the grievance has not been settled in accordance with Step 1, it must be presented in writing, stating the nature of the grievance, the date at which the incident allegedly occurred, the facts on which it is based, the provision or provisions of the Personnel Policies allegedly violated, and the remedy requested, by the employee to the City Manager within seven (7) days after the supervisor’s response is due. The City Manager or his/her designee will respond to the employee 85 42 in writing within seven (7) calendar days. The decision of the Manager is final for all disputes with exception of those specific components in a performance evaluation subject to a challenge through the Minnesota Department of Administration. Waiver If a grievance is not presented within the time limits set forth above, it will be considered “waived.” If a grievance is not appealed to the next step in the specified time limit or any agreed extension thereof, it will be considered settled on the basis of the City’s last answer. If the City does not answer a grievance or an appeal within the specified time limits, the employee may elect to treat the grievance as denied at that step and immediately appeal the grievance to the next step. The time limit in each step may be extended by mutual agreement of the City and the employee without prejudice to either party. The following actions are not grievable: • While certain components of a performance evaluation, such as disputed facts reported to be incomplete or inaccurate are challengeable, other performance evaluation data, including subjective assessments, are not. • Pay increases or lack thereof; and • Merit pay awards. The above list is not meant to be all inclusive or exhaustive. EMPLOYEE EDUCATION & TRAINING The City promotes staff development as an essential, ongoing function needed to maintain and improve cost effective quality service to residents. The purposes for staff development are to ensure that employees develop and maintain the knowledge and skills necessary for effective job performance and to provide employees with an opportunity for job enrichment and mobility. Policy The City will pay for the costs of an employee’s participation in training and attendance at professional conferences, provided that attendance is approved in advance under the following criteria and procedures: Job-Related Training & Conferences The subject matter of the training session or conference is directly job-related and relevant to the performance of the employee’s work responsibilities. Responsibilities outlined in the job description, annual work program requirements and training goals and objectives that have been developed for the employee will be considered in determining if the request is job-related. CLE or similar courses taken by an employee in order to maintain licensing or other professional accreditation will not be eligible for payment under this policy unless the subject matter relates directly to the employee’s duties, even though the employee may be required to maintain such licensing or accreditation as a condition of employment with the City. The supervisor and the City Manager are responsible for determining job-relatedness and approving or disapproving training and conference attendance. 86 43 Job-Related Meetings Attendance at professional meetings costing $100 or less and directly related to the performance of the employee’s work responsibilities do not require the approval of the City Manager. Advance supervisor approval is required to ensure adequate department coverage. Request for Participation in Training & Conferences The request for participation in a training session or conference must be submitted in writing to the employee’s supervisor on the appropriate form. All requests must include an estimate of the total cost (training session, travel, meals, etc.) and a statement of how the education or training is related to the performance of the employee’s work responsibilities with the City. All requests for training and conferences must be approved by the employee’s supervisor and the City Manager. Documentation approving conference or training attendance will be provided to the employee with a copy placed in the employee’s personnel file. Payment information such as invoices, billing statements, etc., regarding the conference or training should be forwarded to accounting for prompt payment. Out of State Travel Attendance at training or conferences out of state is approved only if the training or conference is not available locally. All requests for out of state travel are reviewed for approval/disapproval by the City Manager. Compensation for Travel & Training Time Time spent traveling to and from, as well as time spent attending a training session or conference, will be compensated in accordance with the federal Fair Labor Standards Act. Travel and other related training expenses will be reimbursed subject to the employee providing necessary receipts and appropriate documentation. Memberships and Dues The purpose of memberships to various professional organizations must be directly related to the betterment of the services of the City. Upon separation of employment, individual memberships remain with the City and are transferred to another employee by the supervisor. Travel & Meal Allowance If employees are required to travel outside of the area in performance of their duties as a City employee, they will receive reimbursement of expenses for meals, lodging and necessary expenses incurred. However, the City will not reimburse employees for meals connected with training or meetings within city limits, unless the training or meeting is held as a breakfast, lunch or dinner meeting. 87 44 Employees who find it necessary to use their private automobiles for City travel and who do not receive a car allowance will be reimbursed at the standard mileage rate as established by the IRS. Expenses for meals, including sales tax and gratuity, will be reimbursed according to this policy. No reimbursement will be made for alcoholic beverages. Maximum reimbursement, including sales tax and gratuity, for all business purpose meals in the state of Minnesota, whether within or outside the seven county metro area is established by the Minnesota Commissioner’s Plan (http://www.mmd.admin.state.mn.us/commissionersplan.htm). Maximum reimbursement, including sales tax and gratuity, for all meals occurring during City travel out of state is the per diem rate system established by the General Services Administration (GSA) of the United States Federal Government (www.gsa.gov/perdiem). A full reimbursement, over the maximum defined, may be authorized if a lower cost meal or lodging is not available when attending banquets, training sessions, or meetings of professional organizations. OUTSIDE EMPLOYMENT The potential for conflicts of interest is lessened when individuals employed by the City of Columbia Heights regard the City as their primary employment responsibility. All outside employment is to be reported to the employee’s immediate supervisor. If a potential conflict exists based on this policy or any other consideration, the supervisor will consult with the City Manager. Any city employee accepting employment in an outside position that is determined by the City Manager to be in conflict with the employee’s city job will be required to resign from the outside employment or may be subject to discipline up to and including termination. For the purpose of this policy, outside employment refers to any non-city employment or consulting work for which an employee receives compensation, except for compensation received in conjunction with military service or holding a political office or an appointment to a government board or commission that is compatible with city employment. The following is to be considered when determining if outside employment is acceptable: • Outside employment must not interfere with a full-time employee’s availability during the City’s regular hours of operation or with a part-time employee’s regular work schedule. • Outside employment must not interfere with the employee’s ability to fulfill the essential requirements of his/her position. • The employee must not use city equipment, resources or staff in the course of the outside employment. • The employee must not violate any city personnel policies as a result of outside employment. • The employee must not receive compensation from another individual or employer for services performed during hours for which he/she is also being compensated by the City. 88 45 Work performed for others while on approved vacation or compensatory time is not a violation of policy unless that work creates the appearance of a conflict of interest. • No employee will work for another employer, or for his/her own business, while using paid sick leave from the City for those same hours. • Departments may establish more specific policies as appropriate, subject to the approval of the City Manager. City employees are not permitted to accept outside employment that creates either the appearance of or the potential for a conflict with the development, administration or implementation of policies, programs, services or any other operational aspect of the City. DRUG FREE WORKPLACE In accordance with federal law, the City of Columbia Heights has adopted the following policy on drugs in the workplace: A. Employees are expected and required to report to work on time and in appropriate mental and physical condition. It is the City’s intent and obligation to provide a drug-free, safe and secure work environment. B. The unlawful manufacture, distribution, possession, or use of a controlled substance on city property or while conducting city business is absolutely prohibited. Violations of this policy will result in disciplinary action, up to and including termination, and may have legal consequences. C. The City recognizes drug abuse as a potential health, safety, and security problem. Employees needing help in dealing with such problems are encouraged to use their health insurance plans, as appropriate. D. Employees must, as a condition of employment, abide by the terms of this policy and must report any conviction under a criminal drug statute for violations occurring on or off work premises while conducting city business. A report of the conviction must be made within five (5) days after the conviction as required by the Drug-Free Workplace Act of 1988. CITY DRIVING POLICY This policy applies to all employees who drive a vehicle on city business at least once per month, whether driving a city-owned vehicle or their own personal vehicle. It also applies to employees who drive less frequently but whose ability to drive is essential to their job due to the emergency nature of the job. The City expects all employees who are required to drive as part of their job to drive safely and legally while on city business and to maintain a good driving record. The City may examine driving records once per year for all employees who are covered by this policy to determine compliance with this policy. Employees who lose their driver’s license or receive restrictions on their license are required to notify their immediate supervisor on the first work day after any temporary, pending or permanent action is taken on their license and to keep their supervisor informed of any changes thereafter. The City will determine appropriate action on a case-by-case basis. Procedures 89 46 It is the objective of the City of Columbia Heights to prevent and correct any abuse or misuse of cellular telephones through the application of this policy. Employees who abuse or misuse such telephones may be subject to disciplinary action. Responsibility The City Manager, or designee, will have primary responsibility for implementation and coordination of this policy. All supervisors will be responsible for enforcement within their departments. SAFETY The health and safety of each employee of the City and the prevention of occupational injuries and illnesses are of primary importance to the City. To the greatest degree possible, management will maintain an environment free from unnecessary hazards and will establish safety policies and procedures for each department. Adherence to these policies is the responsibility of each employee. Overall administration of this policy is the responsibility of each supervisor. Reporting Accidents and Illnesses Both Minnesota workers’ compensation laws and the state and federal Occupational Safety and Health Acts require that all on-the-job injuries and illnesses be reported as soon as possible by the employee, or on behalf of the injured or ill employee, to his/her supervisor. The employee’s immediate supervisor is required to complete a First Report of Injury and any other forms that may be necessary related to an injury or illness on the job. Safety Equipment/Gear Where safety equipment is required by federal, state, or local rules and regulations, it is a condition of employment that such equipment be worn by the employee. Unsafe Behavior Supervisors are authorized to send an employee home immediately when the employee’s behavior violates the City’s personnel policies, department policies, or creates a potential health or safety issue for the employee or others. 90 Family and Medical Leave Policy January 1 2020 This policy provides information to you, as an employee of the City of Columbia Heights, about terms and conditions of your employment with regard to family and medical leave. It is not, and should not be considered, an employment contract. Your continued employment, and the conditions of the employment, is solely within the discretion of the City of Columbia Heights. The policy outlines employees’ eligibility and the benefits provided for family and medical leave situations. Administration Department 91 COLUMBIA HEIGHTS FAMILY AND MEDICAL LEAVE POLICY 1 Table of Contents ELIGIBILITY .............................................................................................................................................................. 2 TYPES OF LEAVE COVERED BY FMLA ...................................................................................................................... 2 DEFINITIONS ........................................................................................................................................................... 2 LENGTH AND AMOUNT OF LEAVE.......................................................................................................................... 3 HOW LEAVE MAY BE TAKEN ................................................................................................................................... 4 PROCEDURE FOR REQUESTING LEAVE AND NOTICE ............................................................................................. 4 CERTIFICATION AND DOCUMENTATION REQUIREMENTS .................................................................................... 5 SECOND AND THIRD MEDICAL OPINIONS ............................................................................................................. 6 ANNUAL MEDICAL CERTIFICATION AND RECERTIFICATION.................................................................................. 6 GROUP HEALTH INSURANCE AND OTHER BENEFITS, CONCURRENT LEAVE AND SUBSTITUTION OF PAID LEAVE ................................................................................................................................................................................. 6 FAILURE TO RETURN TO WORK AFTER FMLA ........................................................................................................ 7 ACTIVITIES PROHIBITED DURING FMLA ................................................................................................................. 8 SENIORITY ............................................................................................................................................................... 8 FMLA – QUALIFIED EXIGENCY AND MILTARY CAREGIVER LEAVE ......................................................................... 8 Qualified Exigency .............................................................................................................................................. 8 Military Caregiver Leave ..................................................................................................................................... 9 DEFINITIONS ....................................................................................................................................................... 9 AMOUNT OF LEAVE – QUALIFIED EXIGENCY ................................................................................................... 11 AMOUNT OF LEAVE – MILITARY CAREGIVER ................................................................................................... 11 CERTIFICATION OF QUALIFYING EXISGENCY FOR MILITARY FAMILY LEAVE .................................................. 12 CERTIFICATION FOR SERIOUS INJURY OR ILLNESS OF COVERED SERVICEMEMBER FOR MILITARY FAMILY LEAVE ................................................................................................................................................................ 12 92 COLUMBIA HEIGHTS FAMILY AND MEDICAL LEAVE POLICY 2 ELIGIBILITY To qualify to take FMLA leave under this policy, an employee must meet all the following conditions: • Have worked for the City for 12 months (or 52 weeks) prior to the date the leave is to commence. The 12 months or 52 weeks need not have been consecutive; however, the City will not consider any service 7 years prior to the employee’s most recent hire date. • Have worked at least 1,250 hours during the 12-month period prior to the date when the leave is requested to commence. The principles established under the Fair Labor Standards Act (“FLSA”) determine the number of hours worked by an employee. The 1250 hours include only on-the-clock hours worked and do not include sick or vacation hours. TYPES OF LEAVE COVERED BY FMLA Leave will be granted to all eligible employees for any of the following reasons: • The birth of a child, including prenatal care, or placement of a child with the employee for adoption or foster care; • To care for a spouse, child, or parent who has a serious health condition; • Due to a serious health condition that makes the employee unable to perform the essential functions of the position; • A covered military member’s active duty or call to duty or to care for a covered military member (Military Caregiver and Qualified Exigency Leave) (described below). DEFINITIONS • “Spouse” does not include domestic partners or common-law spouses. • “Caring for” a covered family member includes psychological as well as physical care. It also includes acquiring care and sharing care duties. An eligible “child,” with some exceptions, is under 18 years of age. 93 COLUMBIA HEIGHTS FAMILY AND MEDICAL LEAVE POLICY 3 • An eligible “parent” includes a biological parent or a person who was charged with parental rights, duties, and responsibilities over the employee when the employee was under the age of 18. • “Serious Health Condition” means an illness, injury, impairment, or physical or mental condition that involves one of the following: o Hospital Care: Any period of incapacity or treatment connected with inpatient care (i.e., an overnight stay) in a hospital, hospice, or residential medical care facility; o Pregnancy: Any period of incapacity due to pregnancy, prenatal medical care or child birth; o Absence Plus Treatment: A period of incapacity of more than three consecutive calendar days that also involves continuing treatment by or under the supervision of a health care provider. o Chronic Conditions Requiring Treatments: An incapacity from a chronic condition which requires periodic visits for treatment by a health care provider, continues over an extended period of time, and may cause episodic rather than a continuing period of incapacity; o Permanent/Long-Term Conditions Requiring Supervision o Multiple Treatments: Any period of absence to receive multiple treatments (including any period of recovery therefrom) by a health care provider or by a provider of health care services under orders of, or on referral by, a health care provider. LENGTH AND AMOUNT OF LEAVE The length of FMLA leave is not to exceed twelve (12) weeks in any twelve (12) month period. The leave year is calculated based on a looking forward basis. The entitlement to FMLA leave for the birth or placement of a child for adoption expires twelve (12) months after the birth or placement of that child. 94 COLUMBIA HEIGHTS FAMILY AND MEDICAL LEAVE POLICY 4 HOW LEAVE MAY BE TAKEN FMLA leave may be taken for 12 (or less) consecutive weeks, may be used intermittently (a day periodically when needed), or may be used to reduce the workweek or workday, resulting in a reduced hour schedule. In all cases, the leave may not exceed a total of 12 workweeks. Intermittent leave may be taken when medically necessary for the employee’s serious health condition or to care for a seriously ill family member. Intermittent leave must be documented in the medical certification form as medically necessary. If an employee is taking intermittent leave or leave on a reduced schedule for planned medical treatment, the employee must make a reasonable effort to schedule the treatment so as to not disrupt the City’s business. In instances when intermittent or reduced schedule leave for the employee or employee's family member is foreseeable or is for planned medical treatment, including recovery from a serious health condition, the City may temporarily transfer an employee to an available alternative position with equivalent pay and benefits if the alternative position would better accommodate the intermittent or reduced schedule. Intermittent/reduced scheduled leave may be taken to care for a newborn or newly placed adopted or foster care child only with the City’s approval. PROCEDURE FOR REQUESTING LEAVE AND NOTICE All employees requesting FMLA leave must provide written or verbal notice of the need for the leave to the Human Resources Director. 95 COLUMBIA HEIGHTS FAMILY AND MEDICAL LEAVE POLICY 5 When the need for the leave is foreseeable, the employee must give verbal or written notice to his/her supervisor at least thirty (30) days prior to the date on which leave is to begin. If an employee fails to give thirty (30) days’ notice for a foreseeable leave with no reasonable explanation for the delay, the leave may be denied until thirty (30) days after the employee provides notice. If thirty (30) days’ notice cannot be given, the employee is required to give as much notice as practicable, including following required call-in procedures. The City requires an employee on FMLA leave to report periodically on the employee’s status and intent to return to work. CERTIFICATION AND DOCUMENTATION REQUIREMENTS For leave due to an employee’s serious health condition or that of an employee’s family member, the City will require the completion of a Medical Certification form by the attending physician or practitioner. The form must be submitted by the employee to the Human Resources Director within fifteen (15) calendar days after leave is requested. If the form is not submitted in a timely fashion, the employee must provide a reasonable explanation for the delay. Failure to provide medical certification may result in a denial or delay of the leave. When leave is due to an employee’s own serious health condition, a fitness for duty certification (FFD) will be required before an employee can return to work. Failure to timely provide such certification may eliminate or delay an employee’s right to reinstatement under the FMLA. If an employee is using intermittent leave and reasonable safety concerns exist regarding the employee’s ability to perform his or her duties, a FFD certificate may be required as frequently as every 30 days during periods when the employee has used intermittent leave. Recertification of leave may be required if the employee requests an extension of the original length approved by the City or if the circumstances regarding the leave have changed. Recertification may 96 COLUMBIA HEIGHTS FAMILY AND MEDICAL LEAVE POLICY 6 also be required if there is a question as to the validity of the certification or if the employee is unable to return to work due to the serious health condition. SECOND AND THIRD MEDICAL OPINIONS The City may require an employee obtain a second opinion from a provider which the City selects. If necessary to resolve a conflict between the original certification and the second opinion, the City may require the opinion of a third doctor. This third opinion will be considered final. An employee will be provisionally entitled to leave and benefits under the FMLA pending the second and/or third opinion. ANNUAL MEDICAL CERTIFICATION AND RECERTIFICATION Where the employee's need for leave due to the employee's own serious health condition lasts beyond a single leave year, the City will require employees to provide a new medical certification in each subsequent leave year. Such new medical certifications are subject to the provisions for authentication and clarification and second and third opinions. REINSTATEMENT Employees returning from Family and Medical Leave will be reinstated in the same position or a position equivalent in pay, benefits, and other terms and conditions of employment. An employee on FMLA leave has no greater right to reinstatement or to other benefits and conditions of employment than if the employee had been continuously employed during the FMLA leave period. GROUP HEALTH INSURANCE AND OTHER BENEFITS, CONCURRENT LEAVE AND SUBSTITUTION OF PAID LEAVE An employee granted leave under this policy will continue to be covered under the City's group health and dental insurance plan under the same conditions and at the same level of City contribution as would have been provided had the employee been continuously employed during the leave period. The employee will be required to continue payment of the employee portion of group insurance coverage while on leave. Arrangements for payment of the employee's portion of 97 COLUMBIA HEIGHTS FAMILY AND MEDICAL LEAVE POLICY 7 premiums must be made by the employee with the City. If there are changes in the City's contribution levels while the employee is on leave, those changes will take place as if the employee were still on the job. Rights to additional continued benefits will depend on whether leave is paid or unpaid. Any paid disability leave benefits (Long Term Disability), sick leave, vacation, or compensatory time off available to employees for a covered reason (an employee’s serious health condition or a covered family member’s serious health condition, including worker’s compensation leave and Minnesota State Parenting Leave) will run concurrently with FMLA. Minnesota Parenting Leave and all forms of paid time off (sick leave, disability leave, workers’ comp leave, vacation, PTO and compensatory time off) run concurrently with FMLA. By way of example, a Minnesota Parenting Leave policy -- which permits employees who have worked for the company for at least twelve (12) months and have worked at least 1,040 hours – should clearly state that Minnesota Parental leave will run concurrently with any other applicable leave, such as FMLA, STD, paid parental leave, sick leave, or accrued vacation and that paid leave cannot be utilized to extend FMLA or parental leave beyond twelve weeks. FAILURE TO RETURN TO WORK AFTER FMLA Under certain circumstances, if the employee does not return to work at the end of the FMLA leave for at least 30 calendar days, the City may require the employee to repay the portion of the monthly cost paid by the City for group health plan benefits. The City may also require the employee to repay any amounts the City paid on the employee’s behalf to maintain benefits other than group health plan benefits. If an employee does not return to work following 12 weeks of FMLA leave, the employee may be subject to COBRA continuation. 98 COLUMBIA HEIGHTS FAMILY AND MEDICAL LEAVE POLICY 8 If the employee fails to pay the City a portion of the premiums for which he or she is responsible during the FMLA leave and the employee fails to return to work, coverage may end. Loss of coverage for failure to pay premiums is not a qualifying event for purposes of continuation coverage under COBRA. If the employee does not return from the FMLA leave and coverage ended sometime during the FMLA leave due to lack of payment, there is no COBRA election available. For COBRA to apply, the employee must have been covered on the day before the qualifying event. In this situation, the qualifying event would occur at the time the employee did not return from the leave. ACTIVITIES PROHIBITED DURING FMLA While on leave, an employee may not engage in activities (including employment) which have the same or similar requirements and essential functions of an employee’s current position. While on leave, an employee may not engage in any activity that conflicts with the best interests of the City. Such conduct will result in disciplinary action up to and including termination of employment. SENIORITY Unless required by a contract provision, seniority does not accrue during any period of unpaid FMLA except as allowed when the leave is covered by worker’s compensation. However, seniority accrued prior to commencement of FMLA leave will not be lost. FMLA – QUALIFIED EXIGENCY AND MILTARY CAREGIVER LEAVE Qualified Exigency 99 COLUMBIA HEIGHTS FAMILY AND MEDICAL LEAVE POLICY 9 Eligible employees (described above) whose spouse, son, daughter, or parent either has been notified of an impending call or order to covered active military duty or who is already on covered active duty may take up to 12 weeks of leave for reasons related to or affected by the family member’s call-up or service. The qualifying exigency must be one of the following: (1) short-notice deployment; (2) military events and activities; (3) childcare and school activities; (3) financial and legal arrangements; (5) counseling; (6) rest and recuperation; (7) post-deployment activities; (8) parental care; or (9) additional activities that arise out of active duty, provided that the employer and employee agree, including agreement on timing and duration of the leave. Military Caregiver Leave An employee eligible for FMLA leave (described above) who is the spouse, son, daughter, parent, or next of kin of a covered servicemember may take up to 26 weeks in a single 12-month period to care for that servicemember. The family member must be a current member of the Armed Forces (including a member of the National Guard or Reserves), who has a serious injury or illness incurred in the line of duty on active duty for which he or she is undergoing medical treatment, recuperation, or therapy, or otherwise is on outpatient status or on the temporary disability retired list. Eligible employees may not take leave under this provision to care for former members of the Armed Forces, former members of the National Guard and Reserves, or members on the permanent disability retired list. DEFINITIONS • A “son or daughter of a covered servicemember” means the covered servicemember’s biological, adopted, or foster child, stepchild, legal ward, or a child for whom the covered servicemember stood in loco parentis, and who is of any age. 100 COLUMBIA HEIGHTS FAMILY AND MEDICAL LEAVE POLICY 10 • A “parent of a covered servicemember” means a covered servicemember’s biological, adoptive, step, or foster father or mother, or any other individual who stood in loco parentis to the covered servicemember. This term does not include parents “in law.” • The “next of kin of a covered servicemember” is the nearest blood relative, other than the covered servicemember’s spouse, parent, son, or daughter, in the following order of priority: blood relatives who have been granted legal custody of the servicemember by court decree or statutory provisions, brothers and sisters, grandparents, aunts and uncles, and first cousins, unless the covered servicemember has specifically designated in writing another blood relative as his or her nearest blood relative for purposes of military caregiver leave under the FMLA. When no such designation is made, and there are multiple family members with the same level of relationship to the covered servicemember, all such family members shall be considered the covered servicemember’s next of kin and may take FMLA leave to provide care to the covered servicemember, either consecutively or simultaneously. When such designation has been made, the designated individual shall be deemed to be the covered servicemember’s only next of kin. • “Covered active duty” means: o “Covered active duty” for members of a regular component of the Armed Forces means duty during deployment of the member with the Armed Forces to a foreign country. o “Covered active duty” for members of the reserve components of the Armed Forces (members of the U.S. National Guard and Reserves) means duty during deployment of the member with the Armed Forces to a foreign country under a call or order to active duty in a contingency operation as defined in section 101(a)(13)(B) of Title 10 of the United States Code. • “Covered servicemember” means: o An Armed Forces member (including the National Guard or Reserves) undergoing medical treatment, recuperation, or therapy or otherwise in outpatient status or on the temporary disability retired list, for a serious injury or illness”; or 101 COLUMBIA HEIGHTS FAMILY AND MEDICAL LEAVE POLICY 11 o A veteran who is undergoing medical treatment, recuperation, or therapy, for a serious injury or illness and who was a member of the Armed Forces (including a member of the National Guard or Reserves) at any time during the period of 5 years preceding the date on which the veteran undergoes that medical treatment, recuperation, or therapy. • “Serious injury or illness” means: o In the case of a member of the Armed Forces (including a member of the National Guard or Reserves), means an injury or illness that was incurred by the member in line of duty on active duty in the Armed Forces (or existed before the beginning of the member’s active duty and was aggravated by service in line of duty on active duty in the Armed Forces) and that may render the member medically unfit to perform the duties of the member’s office, grade, rank, or rating; and o In the case of a veteran who was a member of the Armed Forces (including a member of the National Guard or Reserves) at any time during a period when the person was a covered servicemember, means a qualifying (as defined by the Secretary of Labor) injury or illness incurred by a covered servicemember in the line of duty on active duty that may render the servicemember medically unfit to perform the duties of his or her office, grade, rank or rating. AMOUNT OF LEAVE – QUALIFIED EXIGENCY An eligible employee can take up to 12 weeks of leave for a qualified exigency. AMOUNT OF LEAVE – MILITARY CAREGIVER An eligible employee taking military caregiver leave is entitled to 26 workweeks of leave during a “single 12-month period.” The “single 12-month period” begins on the first day the eligible employee takes FMLA leave to care for a covered servicemember and ends 12 months after that date. 102 COLUMBIA HEIGHTS FAMILY AND MEDICAL LEAVE POLICY 12 Leave taken for any FMLA reason counts towards the 26-week entitlement. If an employee does not take all 26 workweeks of leave to care for a covered servicemember during this “single 12-month period,” the remaining part of the 26 workweeks of leave entitlement to care for the covered servicemember is forfeited. 29 C.F.R. § 825.127(e)(1) (2017). CERTIFICATION OF QUALIFYING EXISGENCY FOR MILITARY FAMILY LEAVE The City will require certification of the qualifying exigency for military family leave. The employee must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of continuation of leave. This certification will be provided using the DOL Certification of Qualifying Exigency for Military Family Leave. CERTIFICATION FOR SERIOUS INJURY OR ILLNESS OF COVERED SERVICEMEMBER FOR MILITARY FAMILY LEAVE The City will require certification for the serious injury or illness of the covered servicemember. The employee must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of continuation of leave. This certification will be provided using the DOL Certification for Serious Injury or Illness of Covered Servicemember. All other provisions of the FMLA policy, including Use of Paid Leave, Employee Status and Benefits During Leave, Procedure for Requesting Leave, and Benefits During Leave and Reinstatement, are outlined above in the FMLA policy. 103 1 CITY COUNCIL HANDBOOK City Council Handbook TABLE OF CONTENTS CHAPTER 1: OVERVIEW AND RESOURCES ............................................................................................3 Introduction .............................................................................................................................................. 3 Resources .................................................................................................................................................. 3 CHAPTER 2: FORM OF GOVERNMENT .................................................................................................6 Council-Manager Plan ............................................................................................................................... 6 Mayor and City Council ............................................................................................................................. 6 Sources of City Authority .......................................................................................................................... 6 CHAPTER 3: CITY COUNCIL .................................................................................................................8 Council Roles ............................................................................................................................................. 8 CHAPTER 4: CITY MANAGER ............................................................................................................. 10 City Manager’s Role ................................................................................................................................ 10 Communication ....................................................................................................................................... 10 Professional Associations ........................................................................................................................ 11 City Council Evaluation............................................................................................................................ 11 CHAPTER 5: CITY STRUCTURE ............................................................................................................ 12 Restrictions on Staff Political Involvement ............................................................................................. 12 City Departments .................................................................................................................................... 12 CHAPTER 6: SUPPORT, TECHNOLOGY, AND LEGAL COUNSEL .............................................................. 14 Support ................................................................................................................................................... 14 Technology .............................................................................................................................................. 14 Legal Counsel .......................................................................................................................................... 15 CHAPTER 7: COMPENSATION ............................................................................................................ 16 City Council Compensation ..................................................................................................................... 16 Payroll Information ................................................................................................................................. 16 CHAPTER 8: TRAINING AND TRAVEL POLICY FOR CITY COUNCIL, CITY BOARDS AND COMMISSIONS .... 18 Training Budget ....................................................................................................................................... 18 Travel Information/Policies ..................................................................................................................... 18 CHAPTER 9: COMMUNICATIONS AND MEDIA RELATIONS .................................................................. 20 Communications ..................................................................................................................................... 20 Communication Tips for E-Mail and Social Media .................................................................................. 21 Media Relations ...................................................................................................................................... 22 CHAPTER 10: CITY COUNCIL MEETINGS ............................................................................................. 24 General .................................................................................................................................................... 24 Types of Meetings ................................................................................................................................... 24 105 2 CITY COUNCIL HANDBOOK CHAPTER 11: ADVISORY BOARDS, COMMISSIONS, COMMITTEES, AND TASK FORCES ......................... 28 Representation by City Council Members .............................................................................................. 28 Appointment to and Attendance at Boards, Commissions, Committees, and Task Forces ................... 28 Staff Relationship to Advisory Bodies ..................................................................................................... 29 Committees and Commissions by Ordinance ......................................................................................... 29 Commissions Created by Statute ............................................................................................................ 30 CHAPTER 12: OPEN MEETING LAW AND DATA PRACTICES ................................................................. 32 Open Meeting Law .................................................................................................................................. 32 Minnesota’s Data Practices Act .............................................................................................................. 33 CHAPTER 13: CODE OF CONDUCT ...................................................................................................... 36 Conflict of Interest .................................................................................................................................. 37 Incompatible Offices ............................................................................................................................... 37 Gifts ......................................................................................................................................................... 37 Liabilities ................................................................................................................................................. 38 Ethical Leadership ................................................................................................................................... 38 CHAPTER 14: RULES TO GOVERN BY .................................................................................................. 39 Land Use Laws ......................................................................................................................................... 39 Public Improvements .............................................................................................................................. 39 Licenses and Permits ............................................................................................................................... 40 CHAPTER 15: FINANCIAL ASPECTS ..................................................................................................... 41 Budget and Tax Levy ............................................................................................................................... 41 Financial Statement ................................................................................................................................ 41 CHAPTER 16: STANDARDS OF APPEARANCE ...................................................................................... 42 CHAPTER 17: LEAVING OFFICE AND VACANCIES ................................................................................ 43 Leaving Office .......................................................................................................................................... 43 Vacancies ................................................................................................................................................ 43 APPENDIX I ...................................................................................................................................... 44 Agenda and Meeting Procedures ........................................................................................................... 44 Voting ...................................................................................................................................................... 46 Protocol and Rules of Decorum .............................................................................................................. 47 APPENDIX II ..................................................................................................................................... 49 Index of Commonly Used Terms ............................................................................................................. 49 APPENDIX III .................................................................................................................................... 59 Tips for Successful Public Service ............................................................................................................ 59 2019 106 3 CITY COUNCIL HANDBOOK CHAPTER 1: OVERVIEW AND RESOURCES INTRODUCTION Welcome to the exciting position as an elected official of the Columbia Heights City Council. You will find that a leadership position in municipal government can be both rewarding and challenging. This handbook is created to assist in your transition to this position. It will provide an overview of Columbia Heights and its government, as well as your primary responsibilities, and how elected and appointed officials as well as additional staff can work together in the most efficient and effective way to best serve the Columbia Heights community. The City Council handbook is offered as a resource to city officials to provide information about the opportunities and topics related to their role and to local government. In addition to information found in this handbook, council members are encouraged to work with the city manager for additional guidance and input. The city manager can be reached at kbourgeois@columbiaheightsmn.gov or 763- 706-3609. RESOURCES The following publications are available online or in the Administration Department. League of Minnesota Cities (LMC) www.lmc.org The League of Minnesota Cities provides information, education and training to elected officials and staff. LMC has an annual conference that provides an opportunity to connect with other member cities to learn how they have handled opportunities and issues. Throughout the year, the LMC provides legislative updates on the upcoming session and the implications of any new legislation. They hold a risk management seminar every year and other seminars and sessions as needed. If resources exist and personal schedules allow, council members are encouraged to attend LMC’s local, state and national conferences. League of Minnesota Cities Handbook for Minnesota Cities http://www.lmc.org/page/1/handbook-for-mn-cities.jsp The League of Minnesota Cities (LMC) assists cities by lobbying, providing training and serving as a resource for cities. The LMC handbook provides information about council member roles and responsibilities, laws regulating council action and special council requirements. 107 4 CITY COUNCIL HANDBOOK Columbia Heights City Charter https://cms5.revize.com/revize/columbiaheightsmn/government/city_charter.php Columbia Heights is a charter city, as authorized by Minnesota Statutes Chapter 410 (available online at https://www.revisor.mn.gov/statutes/?id=410). Columbia Heights’ City Charter is the City’s constitution approved by citizens that establishes the City’s form of government. Columbia Heights is organized in the council-manager form (see chapter 2 of this handbook). Through charters, citizens design their city’s form of government. The Charter Commission is responsible for maintaining a responsive and efficient charter. The Chief Judge of District Court appoints charter commission members, who meet periodically to review the city charter, discuss issues affecting the charter and makes recommendations for changes to the city council and the public. Columbia Heights City Code http://www.columbiaheightsmn.gov/government/city_code.php The city code is a collection of ordinances that establishes city of Columbia Heights laws and regulations. Examples of topics covered within the city code include, but are not limited to: administration, city organization, city management, roles of officers and administrative departments, mayor and council member salaries, council meeting procedures, roles and responsibilities of various committees within the city organization, licensing requirements and regulations, public safety, planning and zoning, and city financing. City of Columbia Heights Personnel Policy (intranet) http://hnet/Manuals/Personnel_Policy_Manual.pdf The personnel policy provides general city information and policies for employees. Columbia Heights Intranet (HeightsNet) http://hnet/ Columbia Heights’ intranet provides a variety of helpful information, resources and forms (such as reimbursement forms). Minnesota State Law https://www.revisor.mn.gov/ Minnesota state law establishes many rules and regulations for Minnesota cities. Metro Cities http://www.metrocitiesmn.org/ Metro Cities serves as a voice for metropolitan cities at the Legislature and Metropolitan Council, to influence state legislation affecting metro area cities, and regional policies that accommodate the needs 108 5 CITY COUNCIL HANDBOOK of metro area cities. Metro Cities lobbies and monitors the Metropolitan Council, and represents cities before the Legislature and Executive Branch. National League of Cities (NLC) http://nlc.org/ The National League of Cities advocates and promotes cities and towns, provides programs and services, keeps leaders informed of critical issues, strengthens leadership skills by offering numerous training and education programs, recognizes municipal achievements, partners with state leagues and provides opportunities for involvement and networking. This organization has an annual conference (in Washington D.C. in the spring and a fall conference in various locations) that focuses on lobbying and federal issues that impact cities and information about national policies. Other A number of professional associations and private firms provide training on a variety of city-related topics. More information is available from the city manager. Contact staff at 763-706-3610. 109 6 CITY COUNCIL HANDBOOK CHAPTER 2: FORM OF GOVERNMENT COUNCIL-MANAGER PLAN Columbia Heights’ City Charter establishes the council-manager plan as the City’s form of government. The form of city government became popular at the turn of the century as part of the movement to reform and remove corruption from city organizations. The council-manager plan combines the political leadership of elected officials with the managerial experience of an appointed official. The council is the policy making and legislative body; and the city manager is responsible for administration of the city. Discretionary powers of the City are vested in and executed by the City Council and are subject to initiatives, referendums and recall powers of the people. The City Council oversees city administration, but exercises the power through the city manager. The city manager is responsible for day-to-day city operations and is directly responsible to the City Council. MAYOR AND CITY COUNCIL The City Council is composed of a mayor and four council members. All of the council seats are at-large (citywide) seats. The mayor and all council members represent all members of the community equally, not any specific ward or district. Council Member Terms All council member terms are four years. Terms are staggered so only two council members are on the ballot at one time. The mayor term is two years. The mayor seat is on the ballot during each general election. Terms expire on the first Monday in January after the November election. The number of terms a council member may be elected to serve is unlimited. Candidates may file for election or re-election in the even numbered years (i.e. 2020, 2022, 2024). SOURCES OF CITY AUTHORITY The U.S. Constitution does not mention cities. However, cities are influenced by the federal government indirectly through state governments and directly through participation in federal funding programs. Minnesota State Constitution authorizes the Minnesota legislature to provide for the “creation, organization, administration, consolidation, division and dissolution of local government units and their functions, for the change of boundaries thereof” (Minnesota constitution article XII, section 3, available 110 7 CITY COUNCIL HANDBOOK online at https://www.revisor.leg.state.mn.us/constitution/). The legislature provides general formation of cities; more specific details are included in the city charter and code. Additional city powers may be broadened or restricted by state statute. The legislature does provide cities some discretion over policy areas as long as they are consistent with state statutes. 111 8 CITY COUNCIL HANDBOOK CHAPTER 3: CITY COUNCIL The City Council includes the mayor and four council members. Each must be eligible to vote in Minnesota, registered to vote in the City and a resident of the City. Council members must live within the City limits when elected and continue to reside here during their full term. Each person on the council, including the mayor, has one vote. COUNCIL ROLES Mayor The mayor serves as the presiding officer of the council. The mayor is recognized as the head of city government for ceremonial purposes (examples: open houses, ribbon cuttings, citizen certificate presentations), by the courts for purposes of serving civil processes, and by the governor for purposes of the military law. If the mayor cannot participate at a meeting, or is otherwise unavailable, the president pro tempore assumes all of the mayor’s duties. The mayor also directs the Police Department as established by the city’s charter. Council President The council president is designated annually by a majority vote of the mayor and city council. The council president acts as the presiding officer over meetings in which the mayor is unable to participate, and assumes all other roles of the mayor in their absence. City Council All city powers are vested in the City Council, except as otherwise specified by law or the Columbia Heights City Charter. The council ensures all obligations and duties imposed on the city by law are implemented. Since the City Council exercises its authority or takes action as one body, individual council members cannot act on behalf of the City. The City Council is also the organization’s legislative body. Council members approve the tax rate, adopt the budget and set the City’s vision. The council provides leadership for the community by identifying issues or opportunities and then implementing goals and strategies to solve issues. Council members focus on city policies, the city vision, ordinances and intergovernmental affairs. Some examples: land use development, comprehensive planning, capital improvement projects and strategic planning. The City Council gives the city manager the authority to implement policy through direction of operations and execution of strategic plans. 112 9 CITY COUNCIL HANDBOOK Since the city manager is responsible for the City’s administrative duties, council members should work with the city manager about items related to city employees, inquiries or other city topics. City staff executes council policies and actions and provide information to keep the council informed. The city manager and department directors provide staff direction and guidance through the chain of command. Stay informed and involved A key to success is to know the roles of the City Council and city staff. Council members receive a lot of information from a variety of sources. To be better prepared, it is recommended that council members learn about current issues, past issues, legislation and any other information which can be helpful to them. Opportunities to learn about the council and city include, but are not limited to: • Attending council meetings; • Watching council meetings on public access television (Comcast channel 16 or Centurylink channel 8052); • Participate in city functions and events outside of regular city council meetings and work sessions; • Talk with the city manager or department heads. 113 10 CITY COUNCIL HANDBOOK CHAPTER 4: CITY MANAGER CITY MANAGER’S ROLE The city manager serves the council and community as the chief administrative officer of the City and brings local government projects and programs to citizens on the council’s behalf. The city manager prepares the budget, recruits, hires, and supervises department directors and is the council’s chief advisor. Citizens and council members rely on the city manager to provide unbiased and objective information while presenting both sides of an issue and information about long-term consequences. The city manager is appointed by the City Council and directs all city staff. See Columbia Heights’ City Charter chapter 6, section 53 for the powers and duties of the city manager. Since the city manager is the staff member hired by the council, it is important that requests for information or community issues be brought directly to the city manager. The city manager is in the best position to provide a response because many issues involve multiple departments or work may already be in progress. If a council member wishes to influence actions, decisions, recommendations, workloads, work schedules, or staff priorities, that member must work with other council members to do so as a matter of council policy. The full city council retains the authority to accept, reject, or amend staff recommendations on policy matters. COMMUNICATION The need for regular communication between the city manager and council is essential to maintain an open communication with the organization. The council establishes policy and programs and the city manager executes council actions. The city manager keeps the council informed and is sensitive to council issues. Similarly, council members need to keep the city manager apprised of constituent concerns and future issues. The city manager provides information between council and city staff. The city manager is responsible for communicating the city’s position about policy matters to outside agencies on the council’s behalf. Sharing information timely with the council is one of the city manager’s highest priorities. The city manager: • Ensures council members receive copies of correspondence that will assist them in policy- making; • Provides other documents to council on a regular basis, such as monthly or bi-monthly status reports, executive summaries and other information vital to the council member’s position; 114 11 CITY COUNCIL HANDBOOK • Holds work sessions and study sessions to provide detailed presentations about beneficial information; • Schedules council/staff retreats to focus on topics and enhance information exchange; • Encourages presiding member (either mayor or president pro tempore) to meet with the city manager prior to the council meeting to review agenda items; • Has an open-door policy so individual council members can meet with the city manager on an impromptu and one-on-one basis. PROFESSIONAL ASSOCIATIONS Like many other city managers, Columbia Heights’ city manager belongs to the International City/County Management Association (ICMA), a professional and educational association for city administrative officers that was founded in 1914. ICMA’s mission: “to strengthen the quality of local government through professional management.” The city manager is subject to ICMA’s professional code of ethics and the 12 ethical principles of personal and professional conduct. CITY COUNCIL EVALUATION The Columbia Heights City Council completes an annual performance evaluation of the city manager. The full city council conduct the city manager’s review during a closed city council meeting and provide a summary report to the public during the next city council meeting. This evaluation helps ensure city goals are achieved and provides direction and guidance to the city manager. The city manager may be evaluated in: city council relationships, public relations, effective leadership of staff, fiscal management, communications, personal traits, and intergovernmental affairs. All city council questions or comments should be directed to the city manager at 763-706-3609 or kbourgeois@colubiaheightsmn.gov. 115 12 CITY COUNCIL HANDBOOK CHAPTER 5: CITY STRUCTURE RESTRICTIONS ON STAFF POLITICAL INVOLVEMENT The City of Columbia Heights is a nonpartisan local government. Professional staff formulates recommendations in compliance with council policy and not influenced by political factors for the good of the organization and the community as a whole. CITY DEPARTMENTS The city manager is responsible for the day-to-day management of the city, and supervises the organization through division directors. There are 8 city departments: Administration As city manager, Kelli Bourgeois acts as the director of the administration department. This department is responsible for providing citywide human resources and labor relations services as well as cable television franchise administration, legal services oversight, elections administration, data practices management, records retention oversight, and city council support services. Community Development Department Aaron Chirpich is the Community Development Director. This department consists of building inspections, planning, zoning, economic development, and business licensing. Finance Joseph Kloiber is the Finance Director. This department is responsible for the city’s finances, accounting, payroll, and insurance as well as information systems and liquor operations. Fire Charlie Thompson is the Fire Chief. This department is responsible for providing fire protection, emergency medical assistance, fire safety, education, and public communication as well as inspections and property maintenance enforcement. 116 13 CITY COUNCIL HANDBOOK Library Renee Dougherty is the Library Director. The Library provides free access to informational and recreational materials and technology resources to the citizens of Columbia Heights. Police Lenny Austin is the Police Chief. This department is responsible for public protection, programs to prevent crimes, and community oriented policing. Public Works Kevin Hansen is the Public Works Director / City Engineer. This department is comprised of the following divisions: Streets, Parks, and Utilities and also oversees citywide refuse management and provides facility maintenance for all city buildings and grounds. Recreation Department Keith Windschitl is the Recreation Director. The Recreation Department is responsible for providing recreation and senior citizen programming in the city. 117 14 CITY COUNCIL HANDBOOK CHAPTER 6: SUPPORT, TECHNOLOGY, AND LEGAL COUNSEL SUPPORT Staff Support Staff support is done in response to requests from the City Council as a whole. Requests for information, service-related needs, or policy positions should be considered as an item for the city council meeting agenda. Staff will complete work within a council established timeline if directed by council action. To request support, contact staff at 763-706-3610 or the city clerk at ntingley@columbiaheightsmn.gov. Mailboxes Council members receive conference materials and other correspondence at meetings and in their mailboxes in the Administration Department of City Hall. Meeting Materials The draft city council meeting agenda is delivered via e-mail or packet delivery to council members’ homes on the Wednesday prior to the meeting. The final city council meeting agenda and full packet is delivered to city council members via e-mail or home delivery on the Friday prior to the meeting. TECHNOLOGY To enhance council members’ service to the community and their ability to communicate with staff and the public, the City provides meeting facilities and office equipment for city business. For members who do not have or do not wish to use personally-owned computers, cell phones, or iPads for city business, the City provides technology equipment with necessary software, internet and e-mail capabilities. Use of personal computer equipment may make its contents subject to public disclosure and review. Contact the finance director at 763-706-3627 with technology questions. Use of technology such as computer, internet and e-mail, cell phones, desktop phones, iPads and digital equipment must be done with integrity and be able to withstand public scrutiny. Refer to the Information Security Policy on HeightsNet (http://hnet/policies_and_forms/information_security_policy.pdf) for details. Public Record City emails involving city council members and members of advisory boards and commissions are public records (with very few exceptions as stated by the Minnesota data practices act - http://www.house.leg.state.mn.us/hrd/pubs/dataprac.pdf). Another helpful resource is available through the League of Minnesota Cities: http://www.lmc.org/media/document/1/datapractices.pdf. 118 15 CITY COUNCIL HANDBOOK Public Information Email or text messages not considered public record may still be public information. Those interested in copies of these items must file a public disclosure request. Requests for private data or information outside of the scope of a council member’s role should be routed to the city manager. LEGAL COUNSEL Legal counsel for the City is through the city attorney. The city attorney is the legal advisor for the council, its committees, commissions and boards, the city manager and all city officers and employees with respect to any legal question involving an official duty or any legal matter pertaining to city affairs. General city attorney legal responsibilities include: • Provides civil and criminal prosecution services to the City; • Provides legal assistance necessary for formulation and implementation of legislative policies and projects; • Represents the City’s interest, as determined by the City Council, in litigation, administrative hearings, negotiations and similar proceedings; • Prepares or approves ordinances, resolutions, contracts and other legal documents to best reflect and implement the purposes and intentions of the City Council; and • Keeps city council and staff apprised of court rulings and legislation affecting the legal interests of the city. The city attorney represents the City Council as a whole and not individually. 119 16 CITY COUNCIL HANDBOOK CHAPTER 7: COMPENSATION CITY COUNCIL COMPENSATION Council salaries are set by ordinance (must be adopted at least six months before the election). Salary increases are effective the first meeting in January after the November election. Salary amounts (2009): Mayor: $530.76/bi-weekly $13,800 per year Council Members: $300.00/bi-weekly $7,800 per year City council members are eligible to participate in the City’s medical, dental, and life insurance programs. The City contributes the same monthly amount towards council members’ insurance benefits as it does to non-union employees. Please see the human resources manager for the current contribution schedule. Per Diems When traveling for official city business the mayor and council members are eligible for reimbursement of actual lodging expenses and the following per diem amounts for mileage and meals: Mileage: Standard mileage rate established by the IRS (please contact the finance director for current rate) Meals: Actual cost of meals to a maximum of: Breakfast $8.00 Lunch $15.00 Dinner $27.00 Travel expense vouchers are available on HeightsNet at http://hnet/Policies_and_Forms/TravelVoucher2019.pdf PAYROLL INFORMATION City council members are paid on the same pay schedule as regular employees. Pay days are bi-weekly on Fridays with the first pay day in January. Payroll is automatic, there are no timesheets necessary. Newly elected city council members must complete the following enrollment items before the year’s first pay period: • W-4 • I-9 document (additional documents need to accompany this, i.e. passport or drivers’ license and social security card) • Direct deposit form • Public Employees Retirement Association (PERA) membership election form • Online insurance enrollment 120 17 CITY COUNCIL HANDBOOK To complete the necessary paperwork, please contact the human resources manager at 763-706-3608 or psweep@columbiaheightsmn.gov. Public Employees Retirement Association Benefit Elected officials have the opportunity to be a member of the Public Employees Retirement Association (PERA). A membership election by public officials form must be completed even if one chooses not to become a member. The City will pay the employer’s share and the council member or mayor so electing membership will have the employee’s share deducted from their salary. Upon becoming eligible, council members are able, but not required, to purchase prior service credit as is allowable by statute by paying the employee’s share. Upon such payment to purchase prior service credit, the City will pay to the Association a matching amount as provided by law. 121 18 CITY COUNCIL HANDBOOK CHAPTER 8: TRAINING AND TRAVEL POLICY FOR CITY COUNCIL, CITY BOARDS AND COMMISSIONS TRAINING BUDGET The City Council as a whole has an annual training and education budget as well as an out of town travel budget to be used for training opportunities from resource organizations listed on pages 1-3. Lobbying efforts are not funded through this allocation. TRAVEL INFORMATION/POLICIES Travel involving an overnight stay Give prior notice to city manager before traveling on overnight business explaining the trip’s purpose, travel dates, and other details. Doing so creates open lines of communication between council members and the city manager. If you need assistance in making conference registration or travel plans please contact the city clerk at 763-706-3611 or ntingley@columbiaheightsmn.gov. Registering and making travel plans through the city clerk allows for direct payment of these costs by the city instead of council members making payment and submitting for subsequent reimbursement. Travel Expenses Audit standards require a fully itemized claims form for expense reimbursement along with any unexpected portion of the advance, to be submitted to the city manager’s office within 15 days of the close of the authorized travel period for which the expenses have been advanced. Transportation costs are reimbursed at the rate for the most reasonable means of transport. For example, if an elected or appointed official chooses to fly first class, the city reimburses the coach rate and the official pays the difference. Hotel/motel accommodations are reimbursed at the single-room rate per person. Government or discount rates should be used wherever possible. Policies All requests for reimbursement must be made on the approved Travel Expense Voucher located on HeightsNet at http://hnet/policies_and_forms/TravelVoucher2017.pdf. • Receipts must accompany all reimbursement claims. • Meal costs for official functions (political or professional organizations) are paid at full actual costs (even if cost exceeds per diem rates on page 16). 122 19 CITY COUNCIL HANDBOOK • There is no reimbursement for alcoholic beverages. • Expenses are not reimbursed for spouses, guests, those not employed by the City, or other persons not authorized to receive reimbursement under this policy or state regulations. • Reimbursement may be claimed by one person for several employees or officials eating together. Please list all names on the reimbursement claim form. • Incidental expenses (i.e. telephone, parking, taxis, buses, rental cars) are reimbursed. Use the travel expense voucher form and include any receipts. To request approval for rental cars, submit the travel authorization form to the city manager’s office. Long distance telephone calls to the City for city business are the only reimbursable long distance expenses. • Personal vehicles may be used for city business. As stated above, mileage for business use is reimbursed at the Internal Revenue Service’s allowable mileage rate. This rate is shown on the Travel Expense Voucher. • Report eligible expenses on a travel expense voucher form within 15 days after the trip. Attach receipts for expenses claimed and submit to the city manager’s office. For assistance with the above contact the city clerk at 763-706-3611 or ntingley@columbiaheightsmn.gov. 123 20 CITY COUNCIL HANDBOOK CHAPTER 9: COMMUNICATIONS AND MEDIA RELATIONS COMMUNICATIONS As elected officials, council members have a responsibility to communicate information to the public. Communicating accurate, timely and professional information is important to ensuring the quality and credibility of information being provided to the public. Public Record Communications (electronic or written) involving city council members and members of advisory boards and commissions are public records (with a few exceptions a stated by the Minnesota Data Practices Act - http://www.house.leg.state.mn.us/hrd/pubs/dataprac.pdf). Communications not considered public record may still be public information (i.e. e-mail, text messages). Those interested in copies of these items must file a public disclosure request. Requests for private data or information outside the scope of a council member’s role should be routed to the city manager. Align with Minnesota Open Meeting Law Information posted or responded to should be done in alignment with the open meeting law (http://www.house.leg.state.mn.us/hrd/pubs/openmtg.pdf). Council members should generally act with caution when using electronic means to communicate with one another. If a council member wishes to share information with other members, do so through the city manager. Materials relating to agenda items for city business (including e-mail) must be provided to the public at the meeting. E-mail or social media communications shared among three or more council members should take place at an open meeting. • Example of a violation: A council member posts a comment on a Facebook page about a proposed ordinance. A second council member comments that they agree and a third council member clicks the “like” button. Citizen questions, comments and concerns It’s important that council members direct citizen questions, comments and concerns to the appropriate staff or to the online complaint form at http://www.columbiaheightsmn.gov/departments/public_works/ask_a_question_report_a_problem.php. Doing so ensures requests are routed to the appropriate department or staff person and holds them 124 21 CITY COUNCIL HANDBOOK accountable to ensuring that proper follow-up is made and the task is completed. In addition, since some requests cover multiple departments there may be a request history that will be useful as staff works to resolve the issue. Written Correspondence City council members often need to write letters to citizens, businesses, or other public agencies. City letterhead, note cards and envelopes are available for city business use. Contact staff in the Administration Department for these items. Written letters and memoranda received by the City, addressed to a council member or the council as a body are forwarded via e-mail if received in electronic format, or photocopied and provided to all council members and a copy is kept on file. Electronic Communications Generally, the Columbia Heights City Council receives agenda materials, background information and other meeting information via e-mail or paper packets, depending on individual council members’ preference. Contact the city manager if there are questions about these items. Social Media Since social media is an effective and frequently chosen communication tool among the public, the City of Columbia Heights has official Facebook pages. COMMUNICATION TIPS FOR E-MAIL AND SOCIAL MEDIA Public Perception City council members are public officials representing the City of Columbia Heights and its policies and perspectives. Official versus Individual Perspectives Since the public connects city officials to the City of Columbia Heights, it’s important to clarify official perspectives from individual perspectives. 125 22 CITY COUNCIL HANDBOOK It is advised for council members to separate your official and private citizen roles. When presenting information on behalf of the city of Columbia Heights, identify the role as being an elected official for the City. When presenting individual perspectives, clarify that those viewpoints are not representative of the City of Columbia Heights and instead are personal opinions. Personal social media account names should not be tied to the City. Public Information Any published content, written or electronic (e-mail, for example), may be considered public information or considered covered under the Minnesota Data Practices Act. Informal messages not related to a public official’s role, such as meeting notices, reminders, telephone messages, and informal notes are not public record. Large Outreach Information posted on social media is public and is online for a long time. Both e-mail and social media posts can be quickly shared with other audiences, making it important to post professional messages and avoid political comments. Discoverability Generally, e-mail is not removed from the system even if deleted. E-mail is discoverable in litigation, making it important to use it cautiously. When seeking legal advice or to discuss matters of pending litigation or other “confidential” city business ensure e-mails are sent to only those intended because the attorney-client privilege protecting the document from disclosure may be waived. MEDIA RELATIONS Media Inquiries Council members are encouraged to refer all media inquiries to the city manager prior to council discussion and voting on an item. After a vote has been taken, individual council members may comment on their decision. It is understood that individual council member decisions may not be reflective of the council’s majority vote. Following these guidelines is important to the democratic process because it helps avoid creating the public perception that a vote or decision has been made on a topic before all of the information has been presented to the City Council. That perception could discourage the public from engaging in the democratic process and could have negative legal implications for the City. 126 23 CITY COUNCIL HANDBOOK City Manager’s Role The city manager communicates on the City’s behalf in interviews, publications, news releases, on social media sites and related communications. The city manager is in the best position to provide a response because many issues involve multiple departments or work may already be in progress. Many times, the communications coordinator or the appropriate department director will handle interviews and communications on behalf of the city manager. Good to Know When the media calls about: • Upcoming agenda items, issues, or discussion topics: wait to provide information until the topic is voted on. This communicates that a decision has not been made and allows the public process to work by keeping the topic open for citizen input. If a council member discusses the issue with media before a decision is made there is potential that the public may be confused about the council’s direction. This may create a public perception that a vote or decision has been made on a topic and discourage the public from engaging in the democratic process. • Routine or public information: i.e. a meeting time or agenda. Provide media with the information and notify the city manager of the request. • Other information: i.e. city personnel, potential litigation, controversial issues, an opinion about a city matter, or if unsure of the type of question. It is recommended to work with the city manager on these topics. The city manager typically works with staff on these issues and can present the discussion scope or topic. • Media response: a good response to media inquiries if an answer isn’t readily available is “I don’t have all of the information about that. Let me find out and I’ll return the call.” Don’t forget to get the respective media’s name, contact information, and their deadline so a response can be provided.  127 24 CITY COUNCIL HANDBOOK CHAPTER 10: CITY COUNCIL MEETINGS GENERAL The City Council decides public meeting times and places. Currently, the council meets the second and fourth Monday of the month at 7:00 p.m. and holds a work session on the first Monday of the month at 7:00 p.m. Regular meetings are held in the City Council Chambers on the second floor of City Hall, 590 40th Avenue NE. Work sessions are held in Conference Room 1 also on the second floor of City Hall. If a legal holiday occurs on one of these Mondays, the council meeting will be held the next business day. All meetings are held in compliance with Minnesota’s Open Meeting Law. All regular and special meeting dates and times are posted at City Hall outside of the main entrance on Mill Street and online at http://www.columbiaheightsmn.gov/calendar_app/index.html . All regular city council meetings are live broadcast, recorded and re-broadcast on public access television (Comcast channel 16 and Centurylink channel 8052), and archived and available live streaming on the City’s website. Meeting agendas and minutes for all city council meetings are available on the city’s website at http://www.columbiaheightsmn.gov/government/mayor_and_city_council/meeting_materials_availa ble_here.php. Quorum When holding meetings, the city council needs a quorum (majority) of members present to legally conduct business. At least 3 city council members constitute a quorum. TYPES OF MEETINGS Align with Minnesota Open Meeting Law The City Council and any committee, subcommittee, board or commission that makes or recommends decisions to the City Council are subject to the Minnesota Open Meeting Law: http://www.house.leg.state.mn.us/hrd/pubs/openmtg.pdf. Communication regarding city business among three or more council members should only take place at an open meeting or a meeting lawfully 128 25 CITY COUNCIL HANDBOOK closed pursuant to Minnesota statute. Committee quorums depend on the number of people on the committee. Council and committee members should generally act with caution when communicating face-to-face or through written or electronic correspondence. If a council member wishes to share information with other members, this should be done through the city manager. Materials relating to agenda items for city business (including e-mail) must be provided to the public at the meeting. Regular Meetings The Columbia Heights City Council general convenes for regular meetings twice each month. At the first meeting of the year, the council: • Designates an official newspaper; • Assigns committee duties to members; • Appoints a Council President; • Establishes regular meeting dates for the year; • Reviews operational policies and guidelines if necessary and makes necessary changes; • Works on other organizational business as deemed necessary. Agenda The council packet contains an agenda with information about each agenda item. Packets are available online at http://www.columbiaheightsmn.gov/government/mayor_and_city_council/meeting_materials_availa ble_here.php on the Friday before the meeting. It is helpful to have agenda packet items by the Thursday prior so information can be made available in the packets to the city council members and the public. Council members wishing to discuss an item at a work session or request action on an item at a council meeting should request the city manager place the item on the agenda. A brief report about a meeting or event can be done by council members at a meeting without prior notice. This report should occur during the Council and Administrative Reports portion of the meeting. Special Meetings Special meetings are any meeting other than a regular meeting and can be scheduled by the mayor, any two council members, or the city manager with at least three days’ notice to the other members. These meetings could be scheduled to address additional business, budgets, or other pending items the council was unable to discuss at a regular meeting or need to address before the next regularly scheduled meeting. 129 26 CITY COUNCIL HANDBOOK Any special meeting must conform to Minnesota’s open meeting law. Council members are notified of special meetings at least three days prior to the meeting. Written notices are posted at least three days before a special meeting. Those who have filed a written request of notice for special meetings must also be notified. Closed Meetings The Columbia Heights City Council may meet in a closed meeting: • To consider strategies for labor negotiations under the Public Employer Labor Relations Act; • To evaluate the performance of an individual the council has authority over (i.e. the city manager); • Under attorney-client privilege; • To discuss the purchase or sale of property; • For security briefings Meetings must be closed for: • Preliminary consideration of allegations or charges against an individual the council has authority over (i.e. the city manager); • Portions of meetings that include: o Data that would identify alleged victims or reporters of criminal sexual conduct, domestic abuse, or maltreatment of minors or vulnerable adults; o Internal affairs data relating to allegations of law enforcement personnel misconduct or active law enforcement investigative data; o Educational data, health data, medical data, welfare data, or mental health data that are not public; o An individual’s medical records governed by certain sections of Minnesota law The City Council must follow Minnesota’s open meeting law procedures to hold a closed meeting. All closed meetings (except those closed as permitted by the attorney-client privilege) must be electronically recorded at the public body’s expense. Unless otherwise provided by law, recordings must be preserved for at least three years after the meeting date. If a closed meeting is to evaluate an individual’s performance, this individual’s name must be announced prior to the closed meeting. If this individual requests an open meeting, advance notice must be provided so he/she can make an informed decision about opening the meeting. Work Sessions Work sessions provide an opportunity for council members to discuss items that may be a future agenda item or for informational purposes. Several work sessions are held about the City’s budget prior to its 130 27 CITY COUNCIL HANDBOOK finalization and levy at the end of the year. Work sessions are typically held each month on the first Monday of the month at 7:00 p.m. The agenda and related items are posted online in the same location as the regular city council meetings at http://www.columbiaheightsmn.gov/government/mayor_and_city_council/meeting_materials_availa ble_here.php the Friday prior to the work session. Work sessions are held in a less formal atmosphere, using a consensus building approach. No formal action is typically taken at the work sessions. Emergency Meetings The City Council has authority under the City Charter and Minnesota State Statute to call emergency meeting for items which require immediate council consideration. For example, a meeting may be called if there is a state of emergency, such as a natural disaster, to declare a local emergency. 131 28 CITY COUNCIL HANDBOOK CHAPTER 11: ADVISORY BOARDS, COMMISSIONS, COMMITTEES, AND TASK FORCES The City of Columbia Heights has advisory boards, commissions, committees and task forces that the public serve on. Every member of the City Council is appointed to serve in a liaison capacity on one or more of these boards, commission, committees and task forces. REPRESENTATION BY CITY COUNCIL MEMBERS City council members act as liaisons to facilitate communication between the City Council and the various citizen groups, government committees, and boards. City council members acting in a formal liaison capacity with outside citizen groups and other elected bodies, should represent themselves as a member of the City Council body as a whole. If a personal belief is contrary to the City Council body’s belief, the liaison should either withhold comment or participation, or should make it known to the outside group that they are speaking or acting as an individual and not as a representative of the City Council. City council members are also appointed as liaisons to city commissions and boards. The liaison helps to increase the City Council’s familiarity with the membership, programs, and issues of the boards, commissions, committees, and task forces. In fulfilling their liaison assignment, members may communicate topics that the council would like discussed to the advisory body chair through the staff liaison. City council members are not voting members of the advisory bodies and are generally not actively participating members of the advisory boards. Rather, they provide a link between the City Council and the advisory boards to transfer and clarify information between the two entities. In interacting with the boards, commissions, committees, and task forces, the council member should reflect the views of the council as a body. It is not the role of the liaison to attempt to direct or influence discussion by sharing personal opinions rather than representing the City Council’s position. When asked for their opinion, council members should share it with the advisory body, but council members should generally not be part of the group discussion. APPOINTMENT TO AND ATTENDANCE AT BOARDS, COMMISSIONS, COMMITTEES, AND TASK FORCES Appointment to boards, commissions, committees, and task forces Appointments to boards, commissions, committees, and task forces are typically made at the first meeting in January. The mayor will request liaison appointments which are desired by each member and 132 29 CITY COUNCIL HANDBOOK will submit recommendations to the full council to fill the various boards, commissions, committees, and task forces, and the full city council will vote to confirm the appointments. Attendance at boards, commissions, committees, and task forces If a council member is not able to attend their assigned advisory body meeting, they should notify the city manager to see if another council member is available to fill in. If a council member fails to attend 4 meetings in a year and fails to notify the city manager that they will be absent, the city council may consider assigning another member to that position for the remainder of the year. All representative positions held by the mayor or a city council member on a board, commission, committee, or task force whether an appointment or liaison position, will terminate when the member’s service in elected office terminates. STAFF RELATIONSHIP TO ADVISORY BODIES The city manager assigns and directs staff to advisory bodies. Staff support and assistance may be provided to advisory boards, commission and task forces. While staff may work closely with advisory bodies, staff members remain responsible to immediate supervisors and the city manager. Members of commissions, boards, or committees are responsible for the advisory body. The chairperson is responsible for committee compliance with city code and/or committee bylaws. Staff members assist the advisory body chair to ensure appropriate compliance with state and local laws and regulations. Advisory bodies make recommendations to the city council through adopted council agenda procedures. When an advisory body wishes to correspond with an outside agency, the City Council needs to review and approve the communication. COMMITTEES AND COMMISSIONS BY ORDINANCE Committees and commissions established by ordinance are included in the Columbia Heights City Code (sections 3.301 through 3.314 - http://library.amlegal.com/nxt/gateway.dll/Minnesota/columbiaheights_mn/chapter3administrativeco de?f=templates$fn=default.htm$3.0$vid=amlegal:columbiaheights_mn$anc). Park and Recreation Commission Consists of seven regular members who reside in the City and meetings are held at 5:30 p.m. on the fourth Wednesday of each month at Murzyn Hall. The Park and Recreation Commission supervises and controls the use of public park lands, recreation, and senior citizen programs in the City, including parks, parkways, playgrounds, recreation fields and buildings, and all related public service facilities. The Commission also recommends improvements for parks and has the authority to make reasonable 133 30 CITY COUNCIL HANDBOOK administrative rules and regulations, including setting fees and governing public use of park lands and buildings. Planning and Zoning Commission Consists of five regular members and meetings are held in the city council chambers at 7:00 p.m. on the first Tuesday of the month. The commission prepares and maintains a Comprehensive Plan for the physical development of the city. The commission also serves as the Board of Appeals and Adjustments of Variance and Appeal Cases. Another commission function is as an advisory board to the City Council on matters pertaining to Conditional Use Permit applications and zoning amendments. Traffic Commission Consists of five regular members and meetings are held at 5:30 p.m. on the first Monday of the month at city hall. The commission studies and investigates all matters relating to the regulation of traffic within the city on its own initiative or as referred to the commission by the City Council. Library Board Consists of five regular members who are residents of Columbia Heights. Meetings are held in the history room of the library at 5:30 p.m. on the first Wednesday of the month. The Library Board supervises and controls policies, programs, use and physical plant of the city library, including all lands and equipment, and the setting of levels of service and manpower. The board also recommends improvements for the library and makes administrative rules and regulations, including the setting of fees, governing public use of the library and its facilities, and is subject to the direction and authority of the City Council. COMMISSIONS CREATED BY STATUTE Charter Commission The Charter Commission must have not more than fifteen and not less than seven members, which are appointed by the Chief Judge of Anoka County District Court. They are appointed for four year terms. Charter Commission meetings are held quarterly on the third Thursday of the month at 7:00 p.m. at City Hall. The city charter enables the City of Columbia Heights to be a self-governing city under the municipal home rule provisions of the Constitution and Statutes of Minnesota. The Charter Commission is charged with keeping the city charter current under procedures authorized by state statutes §410.05 (https://www.revisor.mn.gov/statutes/?id=410.05) and §410.12 (https://www.revisor.mn.gov/statutes/?id=410.12). Economic Development Authority The Economic Development Authority consists of the five city council members and two additional appointed members. The EDA meets at 6:00 pm on the first Monday of every month at city hall. The 134 31 CITY COUNCIL HANDBOOK EDA is responsible for providing financial and technical assistance and resources to residential, commercial, and industrial interests to promote health, safety, welfare, economic development and redevelopment. Housing and Redevelopment Authority The Housing and Redevelopment Authority membership consists of the five city council members and does not meet regularly. 135 32 CITY COUNCIL HANDBOOK CHAPTER 12: OPEN MEETING LAW AND DATA PRACTICES OPEN MEETING LAW With only a few exceptions, city council meetings, including committees, subcommittees, board, and commission meetings are open to the public. The open meeting law ensures the public are fully informed about decisions made by elected officials and also ensures the public’s right to participate in city council actions. More information about the open meeting law is available through the Minnesota House of Representatives at http://www.house.leg.state.mn.us/hrd/pubs/openmtg.pdf. Whenever the council meets the following information should be available to the public: • Date; • Time; • Location. The public should be able to: • Be present and watch the meeting; • See how council members vote on issues; • Receive printed information the council has at the meeting; • Have a summary of council minutes. Any scheduled gathering of the city council or committee must give proper notice and be open to the public. Chance meetings and social gatherings are excluded; however, council members cannot discuss or receive information on official business in private social gatherings. There are few exceptions to the open meeting law and specific requirements regarding notice and subject of closed meetings. Strict adherence to these requirements is necessary to avoid violating the statute. The city attorney should be consulted when the council is considering conducting a closed meeting. Council members who intentionally violate the provisions of the open meeting law are subject to personal liability up to $300 in civil penalties per single occurrence. Government entities are prohibited from paying these penalties for council members. If a council member has three or more intentional violations, the result is forfeiture of the right to serve on the city council. Examples of potential violations are: • Chamber of commerce gatherings with council members; • Planning sessions with staff; • Neighborhood land use gatherings; • E-mail chain creating a serial meeting. 136 33 CITY COUNCIL HANDBOOK MINNESOTA’S DATA PRACTICES ACT Minnesota’s Data Practices Act gives public access to city records and data to balance the public’s right to know with respect for individual’s privacy. The act presumes that government data are public and accessible for inspection and copying unless a federal law, state statute, or temporary classification of data notes otherwise. Since there are significant penalties for willfully releasing private and confidential data council members should contact the city manager when there are questions about what information is public and private. In addition, a city that violates any provision of the data practices act is liable for any damage as a result of the violation. The person damaged may bring action against the City to cover damages, plus costs and reasonable attorney fees. • More information about the Minnesota data practices act is available through the Minnesota House of Representatives at http://www.house.leg.state.mn.us/hrd/pubs/dataprac.pdf. • The League of Minnesota Cities provides helpful information about data practices online: http://www.lmc.org/media/document/1/datapractices.pdf?inline=true. Public or Private Data is classified into categories to define confidentiality. These categories assist the city in deciding whether data can be released and to whom. Public Record Communications (electronic or written) involving city council members and members of advisory boards and commissions are public record (with a few exceptions as stated by the Minnesota data practices act - http://www.house.leg.state.mn.us/hrd/pubs/dataprac.pdf). Communications not considered public record may still be public information (i.e. e-mail, text messages). Those interested in copies of these items must file a public disclosure request. Requests for private data or information outside the scope of a council member’s role should be routed to the city manager for assistance. 137 34 CITY COUNCIL HANDBOOK Elected Officials and Financial Disclosures Required by State Statute The disclosure of financial information of elected or appointed officials required by state statute, which are filed with the City, are classified as public data on individuals. Personnel Data Some personnel data of city employment applications, present and past employees, members of advisory boards and commissions, volunteers, and independent contractors is public. Public personnel data: • Name • Salary • Contract fees • Pension • Fringe benefits • Expense reimbursements • Job title and job description • Education, training and previous work experience • Terms of any administrative or judicial agreement • Work location and work telephone number • Time records • Date of first and last employment • Existence and status of any complaints or charges against an employee o Note: actual complaint circumstances are not public, whether or not the charge or complaint resulted in disciplinary action. The final disposition of any disciplinary action, with the reasons the action was necessary, and information documenting those reasons are public when final disposition is made. Final disposition also includes resignation when the resignation occurs after the final decision of the city or arbitrator. The following is public and refers to former or current applicants; either for employment or an appointment to an advisory board. • Veteran status • Relevant test scores • Rank on eligibility list • Education, training and work availability 138 35 CITY COUNCIL HANDBOOK Private Record Some examples of private data include: • Applicants for city positions. Names are private except when certified as eligible for employment and considered a finalist by the city manager. A finalist is someone called in for additional interviews, but has not been chosen for the position. • Appraisal data: confidential until released or until the property is sold. • Arrest data, response data, and investigative data. Classified as public information once the investigation is closed and charges are filed. • Elected officials correspondence. The data practices act states that correspondence between individuals and elected officials is private; however, it can be made public by the sender or recipient. • Property complaints. Complaints to the city of Columbia Heights that are ordinance violations are confidential data. For example, if a neighbor reports another neighbor is in violation of an ordinance, the name of the complainant cannot be disclosed. 139 36 CITY COUNCIL HANDBOOK CHAPTER 13: CODE OF CONDUCT The mayor and council members are dedicated to promoting values and integrity of local government and democracy, and are committed to governing efficiently and effectively. After taking the oath of office as a city council member, they agree to conduct themselves in accordance with the following code of conduct: • The professional and personal conduct of council members must be above reproach and avoid the appearance of impropriety. Members should refrain from abusive conduct, personal charges, or verbal attacks upon the character or motives of other members of the council, boards, commissions, staff or the public intended to disrupt and not further the City’s business. • Council members must abide by applicable state laws, city ordinances, and other doctrines relating to conduct of a council member, including, but not limited to: conflict of interest, data practices, and the open meeting law. • Council members must maintain the confidentiality of information concerning property, personnel, or legal affairs of the city. They shall neither disclose confidential information, without proper legal authorization, nor use such information to advance their personal, financial, or other private interests. • A council member must not use the official position to secure special privileges or exemptions for themselves or others. • Each member must support the maintenance of a positive and constructive work place environment for city staff, private citizens, and businesses dealing with the city. Council members will recognize their roles, as delineated in the city charter, city code, and state statutes and in individual dealings with city staff. • No member shall, except as specifically permitted by Minnesota statutes, accept or receive any gift of substance, whether in the form of money, services, loan, travel, entertainment, hospitality, promise, or any other form under circumstances in which it could be reasonably expected to influence the member in the performance of the member’s official duties or intended as a reward for the member’s official actions. • Members of the council will not testify in their capacity as a council member, before any other board, commission, administrative officer, or agent of the federal government, the state of Minnesota, or of any county or other municipal corporation, including cities, except as provided. Exceptions to the policy: o If the member is testifying in such capacity pursuant to a lawfully issued subpoena; o In the event the council has designated the member or members to act as a spokesperson for the council as a whole to explain the majority vote or council’s position. 140 37 CITY COUNCIL HANDBOOK • Council members serve as a whole when representing the official policies and positions of the city council. If speaking as an individual citizen, it is important to share that it is the individual person’s perspective being presented and not that of the city or the council. In addition, council members must refrain from testifying orally or in writing as to any quasi-judicial matter being heard, or having the possibility of being heard by the council. CONFLICT OF INTEREST Generally, state law prohibits public officers from having a personal financial interest in a sale, lease, or contract that they are authorized to make in their official capacity. A “public officer” would include a mayor, council member, board member, etc. An interested officer should disclose his or her interest at the earliest stage and abstain from voting or deliberating on any contract in which he or she has an interest. There are some exceptions to the general prohibition on contracting with city officials defined in state law. To help determine if a conflict exists consider the: • Nature of the decision being made; • Nature of the financial interest; • Effect of the individual interest on the outcome of the decision by the council. Another conflict of interest situation may occur when the official’s own personal interest is so distinct from the public interest that the member cannot be expected to represent the public interest fairly in deciding the matter. Some common areas are planning and zoning issues, pubic improvements, special assessments, licenses, land purchases, and vacation of streets. Some other areas are church memberships, family associations, and club memberships. There are detailed procedures that must be followed to use any exception to the conflict of interest law. State statute and the city attorney should be consulted on procedures to follow. INCOMPATIBLE OFFICES Generally, individuals in elected office are prohibited from holding incompatible offices. The city attorney should be consulted on concerns about elected officials holding two separate offices. Columbia Heights city council members cannot hold any other city office or paid city employment during their tenure as a council member. A former member of the City Council cannot be employed by the City until one year after the term they were elected for has expired. GIFTS Elected and appointed “local officials” may not receive a gift from any “interested person.” An “interested person” is a person, or representative of a person or an association, who has a direct 141 38 CITY COUNCIL HANDBOOK financial interest in a decision that a local official is authorized to make. If a public official knowingly accepts a gift, the official may be guilty of a gross misdemeanor. Some commonly encountered exceptions to the gift law include lawful campaign contributions and food or beverages given at a reception, meal, or meeting the official has been invited to attend. If there is ever any question about accepting or declining a gift, the best option may be to decline. LIABILITIES The City of Columbia Heights carries personal liability insurance policies on elected officials, appointed officials, employees, and officers. The City defends a person who is performing job duties and is not guilty of malfeasance in office, willfully neglecting their duties, or acting in bad faith. ETHICAL LEADERSHIP Ethical leadership is vital to the functioning of the City and to maintaining the public’s trust and confidence in the City and the democratic process. Key traits of ethical leaders • Recognize that ethical questions may be complex. As a result, they are willing to seek and accept the advice of knowledgeable officials such as the city manager, city attorney, or city staff. • Understand that ethical conflicts are inevitable and should be dealt with forthrightly. Elected officials are human and citizens of their community. On occasion, it is expected that they will have needs or roles in their private lives that conflict with public office obligations. Ethical officials are open about potential conflicts of interest and follow applicable rules for disclosing and dealing with the conflict (such as refraining from voting on a particular issue) to avoid even the appearance of impropriety. • Are driven by fairness. The most ethical council members recognize that many city decisions will have adverse, as well as positive outcomes, and they therefore strive to make the best decision as defined by its ultimate fairness to all concerned. This often means making impartial decisions on the merits of the issues alone, while disregarding personal allegiances. It can also mean taking into account interests of citizens who are not present or who have not otherwise commented, but who are nonetheless affected by a decision. Ethical officials try to make decisions in the best interest of all in the community, not just those who show up at a meeting or protest the loudest. • Know the importance of conscientious and ethical government as a value in itself. Ethical council members do not use their office or authority for revenge, prestige, or personal gain. Ethical council members recognize that government is a human institution. As a result, the human motivations of those in government will determine if the government itself is effective or ineffective, good or bad, ethical or unethical. Ethical council members care enough to make a positive difference and then act accordingly. 142 39 CITY COUNCIL HANDBOOK CHAPTER 14: RULES TO GOVERN BY LAND USE LAWS The municipal planning act grants cities the authority to regulate land use and provides the framework and road map all cities must follow. Cities regulate land use through three basic tools: • Comprehensive plan; • Zoning ordinance (including zoning map); • Subdivision ordinance. Although cities are not required to adopt all three tools when engaged in municipal planning, each tool serves a separate and essential purpose. These tools harmonize and interact in important ways to protect and promote sound city development. First, the comprehensive plan helps the City look to the future and guides current development in administering its zoning ordinance and subdivision ordinance. The subdivision ordinance regulates land division into smaller lots and the creation of blocks and neighborhoods with safe streets, appropriate environmental features, and character. Finally, the zoning ordinance regulates the use and density of city zones such as commercial, residential, and industrial purposes, both segregating and combining uses where appropriate to prevent congestion, environmental impacts, and other negative human health impacts. A zoning map divides the community into different land uses to assist the city in planning and permitting future growth and redevelopment. There are 13 different categories for zoning and each has specific standards. PUBLIC IMPROVEMENTS There are two types of public improvements, petitioned and city initiated. A petitioned project occurs when a citizen or citizens who own 35 percent or more of the affected property sign a petition asking the City to make the improvements. A city initiated project is an improvement identified by the City. A city initiated project requires a 4/5 vote of the council, where a petitioned project only requires a simple majority. Process for improvements • The City notifies all affected property owners. • A meeting is held prior to the first formal council meeting to provide information to the property owners. 143 40 CITY COUNCIL HANDBOOK • The first council meeting is the project feasibility hearing where citizens present their opinions about the project. • The second council hearing is the assessment hearing that establishes the property owners cost for the project. • If the cost of the completed project is less than the assessment, property owners are notified and the correct amount is assessed. No property assessment is certified until the project is completed. This is in accordance with Minnesota statutes, chapter 429 (https://www.revisor.mn.gov/statutes/?id=429), which explains the complete process in detail. LICENSES AND PERMITS The City has the authority to license and require permits for activities within its jurisdiction. Licensing and permitting regulates activities and provides oversight for inspection to protect the public interest. The City exercises its police power to protect and promote the public’s health, welfare, and safety through the licensing process. More information about licenses and the licensing process can be found in chapter 5 of the Columbia Heights City Code, available online at http://library.amlegal.com/nxt/gateway.dll/Minnesota/columbiaheights_mn/chapter5commerciallice nsing?f=templates$fn=default.htm$3.0$vid=amlegal:columbiaheights_mn$anc. 144 41 CITY COUNCIL HANDBOOK CHAPTER 15: FINANCIAL ASPECTS The City of Columbia Heights charter is specific about responsibilities and procedures for the City’s financial administration. The charter establishes the calendar year as the fiscal year. The city manager strictly enforces the provisions of the budget. BUDGET AND TAX LEVY In early June all division heads submit proposed operating budgets to the Finance Department for the fiscal year commencing the following January 1. The operating budgets include proposed expenditures and the means of financing them. The city manager and finance director then meet with all of the division heads to review their budget proposals after which the city manager will prepare the city manager’s budget. Council members are encouraged to share budget ideas and requests with the city manager and affected division heads by spring of the prior budget year. Prior to September 30th, the City Council adopts the proposed budget either as proposed or as adjusted by the city council and certifies the proposed general and EDA property tax levies respectively to the county auditor in accordance with Minnesota statutes. In December the City Council holds a public budget hearing to present the final budget and property tax levies to citizens and property owners for comment. By December 25th the final budget is legally adopted and certified to the county. FINANCIAL STATEMENT City finance staff prepare the Comprehensive Annual Financial Report (CAFR) which is a financial report explaining the financial status of the city and the sources of revenues and expenditures. The CAFR is audited annually through an audit by a certified accounting firm. The audit must be in compliance with all state requirements. The audit preparation process begins in January each year and runs through approximately June. The auditors are usually on site examining financial materials, for about a week in February or March. The CAFR is prepared following this examination. After the audit, the CAFR is presented to the City Council. This usually occurs in June or July. Bonds One of the ways in which the city can finance large capital projects is by issuing bonds. In general, a city can issue bonds for any authorized expense, which is not a current expense. The use of bonds for acquisition, development, construction, or improvements of capital assets is allowable. A city can issue bonds for public improvements in which they will gain revenue. They can purchase police, fire, and street equipment. This type of bond must be short term. 145 42 CITY COUNCIL HANDBOOK A city can also issue conduit bonds for the benefit of private entities. In these scenarios, the City issues the bonds and loans the proceeds to the private entity. The private entity is solely responsible for repaying the loan and all associated debt service and costs related to the loan transaction. Because the City is not responsible for any repayment of the loan, the bonds have no effect on the City’s credit rating nor are the bond amounts counted against the City’s statutory borrowing limits. CHAPTER 16: STANDARDS OF APPEARANCE Business casual dress is encouraged when city council members are conducting city business and business formal attire is recommended when representing the City at formal functions. City logo wear may be appropriate at many functions and is a good way to promote and show pride in our community. For more information about city logo wear please contact the special projects and events coordinator at 763-706-3614. 146 43 CITY COUNCIL HANDBOOK CHAPTER 17: LEAVING OFFICE AND VACANCIES LEAVING OFFICE Upon completion of service to the community, please return equipment acquired during the term. Examples include: computers, copies of the Columbia Heights City Code, key card, etc. VACANCIES There are several reasons a vacancy may occur on the City Council. These include an election deemed to be invalid, a death, resignation, removal from office, or a council member may move outside the city. Medical reasons or illness could also prevent a council member from attending meetings. When the absence extends beyond three months, the council has the authority to remove the current member and appoint a new member. Another reason for removal would be any council member who does not perform their duties and responsibilities in good faith. The process for filling a vacant seat is established in the Columbia Heights City Charter, section 9, available online at http://www.columbiaheightsmn.gov/document_center/Government/Updated%20City%20Charter%2 0OCT%202016.pdf. 147 44 CITY COUNCIL HANDBOOK APPENDIX I AGENDA AND MEETING PROCEDURES Agenda Preparation The city manager is responsible for council agenda format and preparation. This includes all items for consideration, charter requirements, state law, and bylaws. All items to be included on the agenda or the city manager’s report should be submitted to the city manager by 4:30 p.m. on the Monday preceding the meeting date. Order of business The mayor presides over city council meetings. In the absence of the mayor, the council president shall preside. Council meetings begin promptly and are held in the following order: 1. Call to order/roll call 2. Invocation 3. Pledge of allegiance 4. Mission statement 5. Approval of agenda 6. Proclamations, presentations, recognition, announcements, guests 7. Consent agenda 8. Public hearings 9. Items for consideration 10. City council and administrative reports 11. Community forum 12. Adjournment Call to Order – Presiding Officer The mayor (or council president) calls the meeting to order. If the mayor arrives after the meeting has begun, the mayor resumes duties once business on a particular topic has been concluded. At any meeting where the mayor and the council president are not present, the council appoints the most senior council member to preside over the meeting. Invocation A member of the Columbia Heights faith community provides an invocation at the podium at each meeting. The city clerk maintains a sign-up sheet and rotation of interested faith leaders to ensure all faiths in the community are presented. 148 45 CITY COUNCIL HANDBOOK Pledge of Allegiance The City Council, staff, and audience stand and recite the pledge of allegiance. Mission Statement The mission statement is provided on the agenda for reference by city council members, staff, and the public. The mayor may choose to read the mission statement at the meeting but it is not required. Approval of the Agenda All official council meetings are open to the public and the media in accordance with Minnesota’s Open Meeting Law. Approval of the agenda makes this official. Proclamations, Presentations, Recognition, Announcements, Guests This is the opportunity for the mayor and city council to recognize special events, groups, awards, and make announcements for upcoming activities to the audience present and those watching the meeting via cable broadcast. Consent Agenda Matters of a routine or non-controversial nature which need minimal deliberation are placed on the consent agenda. A motion to approve the consent agenda cannot be debated, but a council member may remove a consent agenda item and have it placed on the regular agenda for debate and action immediately following approval of the consent agenda. Approval of the previous meeting’s minutes are included on the consent agenda and once they are approved they become the official meeting record. Public Hearings Public hearings ensure due process by protecting an individual’s rights to be heard on a matter prior to governmental action. Due process encourages objective decision making by providing those who have an interest in the City’s decision with an opportunity to be heard. Generally, there is no dialogue between council members, staff, or the public during the hearing. Council members may ask questions of those addressing the council to clarify a fact, but any statement by a council member for anything other than to pose a question on the matter being considered may be ruled out of order by the mayor or presiding officer. After new facts and information have been presented to the City Council, the hearing may be closed. Once the public hearing is complete, council members make a motion and debate the matter under consideration. 149 46 CITY COUNCIL HANDBOOK Items for Consideration This is the part of the meeting where items that require action but not a formal public hearing are presented to the city council. Generally, the appropriate staff person presents the item, city council members ask questions of the staff person, discuss the topic amongst themselves, and when they have all the information necessary they take formal action on the item. City Council and Administrative Reports The city council members are given an opportunity to share with the other members information they have received that would be of benefit to the group, discuss meetings they have attended, and give updates on other relevant topics. The city manager and city attorney are also provided an opportunity to do immediately following the city council reports. Community Forum This is a time when members of the public may address the City Council about any topic that is not on the regular agenda. Generally, individuals address the City Council but the City Council does not take formal action on items raised at during the community forum. The City Council may direct staff to follow up or add the item to an upcoming agenda. Adjournment When there is no further business, adjournment formally concludes the meeting. VOTING Generally, city council actions pass or fail by majority vote of the council. Majority is determined by the number of council members present at a meeting. Certain actions such as an un-petitioned street project require an extraordinary majority or 4/5 vote of the whole council. Procedure The votes of council members on pending actions are conducted as voice vote unless any council member requests a roll call vote be taken. The presiding officer shall also call for a roll call vote whenever a voice vote is not clear as to the disposition of the action before the council. If a roll call vote is called for the council secretary will call for the vote in consecutive order beginning with the council member who is seated to the far right of the mayor. The presiding officer always votes last. Abstention Council members may abstain from voting on a particular agenda item. If a council member does not vote, it is recorded as “Abstain: [name].” 150 47 CITY COUNCIL HANDBOOK PROTOCOL AND RULES OF DECORUM Protocol The following information is from the League of Minnesota Cities and is available online at http://www.lmc.org/media/document/1/meetingsmotionsresolutionsandordinances.pdf?inline=true. The following list includes the more common motions. Motions: formal method of bring business before the city council and for stating propositions on which the council will have to make a decision. Motions can be made only by city council members or the mayor. Requires a second: motions which have a “yes” must be seconded by a council member before they can be considered. The motion maker may not second his/her own motion. By seconding a motion, a person does not necessarily indicate favor of the motion. Can interrupt a speaker: motions which have a “yes” can be made at any time during a council meeting. They may be made even while another has the floor and is speaking. Debatable: a “yes” means the council can discuss the motion’s merits. A “no” means no discussion is allowed and the motion must be voted on as soon as it is made and seconded. Amendable: motions can be changed by amendment. Motions with a “no” must be voted on in the same form the motion was originally made. Vote required to pass: tells whether the motion requires a simple two-thirds majority for passage. Can be reconsidered: indicates whether or not a motion that was once passed or defeated by the city council can be considered again later in the meeting. Rules of decorum While the city council is in session, the members must preserve order and decorum. A council member must neither, by conversation or otherwise, delay or interrupt the peaceful proceedings of the council nor disturb members while they are speaking. A member must never refuse to obey the orders of the presiding officer. No person or city council member should address the council without first being recognized by the presiding officer. Council members should only speak twice regarding any matter for a maximum of five 151 48 CITY COUNCIL HANDBOOK minutes per time unless the full city council consents to additional time. Council members should also limit their remarks to the matter at hand. City staff are expected to observe the same rules of order and decorum as the city council members. Please see the document titled “City of Columbia Heights Bylaws of Procedures and Decorum” for additional information and detail regarding city council procedures, expectations, and decorum. Other Rules of Decorum Other guidelines ensure city council meetings emphasize the importance of business being conducted in a professional manner. Council members and staff: • Work to preserve appropriate order and decorum during all meetings; • Address council members as council member, followed by last name, such as “Council Member Smith,” and staff by their title followed by last name, such as “City Manager Jones;” • Discourage side conversations, disruptions, interruptions, or delaying efforts; • Inform presiding officer when leaving a meeting; • Limit disruptive behavior; • Recognize that those on the City Council, staff, advisory board chairs or designated representatives and those authorized by the presiding officer shall be permitted to sit at council or staff stations. 152 49 CITY COUNCIL HANDBOOK APPENDIX II INDEX OF COMMONLY USED TERMS Abatement: A complete or partial cancellation of a levy imposed by a government. Abatements usually apply to tax levies, special assessments, and service charges. Abatement of Nuisance: The elimination of a situation that endangers the public health, safety and welfare. Abstention: Decision of a member not to vote on an item. An abstention is counted as a no vote. This is contrasted with the situation where a member is disqualified from voting, where such member is not counted in determining the item’s passage. Accounts payable: A liability account reflecting amounts on open accounts owing to private individuals or organizations for goods and services received by a government (but not including amounts due to other funds of the same government or to other governments). Accounts receivable: An asset account reflecting amounts owing on open accounts from private individuals or organizations for goods and services furnished by a government (but not including amounts due from other funds of the same government). Affirmative action plan: State and federally mandated plans to attract, recruit, hire, promote, retain, transfer and train women and minority employees involving the setting of goals and procedures in written plans. Amortization: Gradual reduction, redemption, or liquidation of the balance of an account according to a specified schedule of times and amounts. Annuity: A series of equal money payments made at equal intervals during a designated period of time. Appeal: Private individuals, a group, or an agency may take the decision of a governing body to a higher authority for review of that decision. Appraise: An estimate of value of property. If the property is valued for purposes of taxation, the less- inclusive term “assess” is substituted for this term. 153 50 CITY COUNCIL HANDBOOK Appropriation: A legal authorization granted by a legislative body to make expenditures and to incur obligations for specific purposes. Assessed valuation: A valuation set upon real estate or other property by a government as a basis for levying taxes. Assessment: The process of determining the worth, or the market value of land and buildings for taxation purposes. Assets: Resources owned or held by a government that has monetary value. Audit: A methodical examination of resource use that concludes in a written report of its findings. An audit is a test of managements accounting system to determine the extent to which internal accounting controls are both available and being used. Audit report: The report prepared by an auditor covering the audit or investigation. Bid: An offer to sell something or perform some work pursuant to specifications. Bill: A term used to denote a law or statute passed by certain legislative bodies. Blight: Social and/or physical decay of the community. Bond: A written promise to pay a specified sum of money, called the face value or principal amount, at a specified date or dates in the future, called the maturity date(s), together with periodic interest at a specified rate. Budget message: Explanation of the budget in fiscal terms and in terms of work programs. It outlines the proposed financial policies of the government entity for the ensuing fiscal year, describes any important features of the new budget, and indicates any major changes for the current year in financial policies, expenditures and revenues along with the reason for changes. Includes a summary of the government entity’s debt position. Building code: A set of regulations governing building construction. Building permit: An official document issued by a city, township, or county which grants permission to a contractor or private individual to erect a building or make an improvement to an existing structure. 154 51 CITY COUNCIL HANDBOOK Bulk regulations: Zoning ordinance restrictions on the density, height, location, and lot coverage of buildings. Callable bond: A type of bond which allows the issuer to pay the obligation before the stated maturity date by giving notice of redemption in a manner specified in the bond contract. Capital budget: A plan of proposed capital outlays and the means of financing them. Capital Improvement Program (CIP): A program of when, where and how much a city plans to invest in public services over the next five to ten years. Cash: An asset account reflecting currency, coin, checks, postal and express money orders and banker’s drafts on hand or on deposit with an official or agent. Certificate of occupancy: Official notice that a building is in accord with the building and housing codes, and may be used or occupied. Charter: A document setting forth the principle functions and organization of a city or corporation. Comprehensive plan: The plan depicting the proposed use of land in the city guiding the adoption of zoning regulations, etc. Conditional use permit: A conditional use permit allows a development in a zoning district where the specifics of the proposed development are subject to review to determine the suitability of the development as proposed. A conditional use permit cannot be denied simply to prevent the use. Consent agenda: Items on the City Council agenda requiring council action. These items are usually non- controversial and are acted on together with one motion. Contract: A contract, for purposes of bidding laws, is an agreement for the sale or purchase of supplies, materials, equipment, or the rental thereof or the construction, alteration repair or maintenance of real or personal property. Debt: An obligation resulting from the borrowing of money or from the purchase of goods and services. Debt limit: The maximum amount of gross or net debt which is legally permitted. 155 52 CITY COUNCIL HANDBOOK Debt Service fund: A fund established to account for the accumulation of resources for, and the payment of, general long-term debt principal and interest. Deficit: (1) The excess of the liabilities of a fund over its assets. (2) The excess of expenditures over revenues during an accounting period; or, in the case of proprietary funds, the excess expense over income during an accounting period. Delegation: The process of allowing someone to perform a task that the council is authorized to perform such as conducting a hearing. A proper delegation must be made under the terms that define and instruct the person exercising the delegated power. Density: The number of buildings, offices, or housing units on a particular area of land. Depreciation: (1) Expiration in the service life of fixed assets, other than wasting assets attributable to wear and tear, deterioration, action of the physical elements, inadequacy, or obsolescence. (2) The portion of the cost of a fixed asset other than a wasting asset which is charged as an expense during a particular period. Due process: Due process means that a person’s property interests cannot be affected without an opportunity to be advised of the basis upon which the adverse action is taken and the opportunity to be heard regarding the matter in a particular forum. Easement: A right to use property owned by someone else, usually for a specific purpose. Eminent Domain: The power of a government to acquire private property for public purpose. Encumbrances: Commitments related to unperformed (executory) contracts for goods and services. Enterprise fund: A fund established to account for operations (a) that are financed and operated in a manner similar to private business enterprises – where the intent of the governing body is that the costs (expenses, including depreciation) of providing goods or services to the general public on a continuing basis be financed or recovered primarily through user charges; or (b) where the governing body has decided that periodic determination of revenues earned, expenses incurred, and/net income is appropriate for capital maintenance, public policy, management control, accountability, or other purposes. Entitlement: The amount of payment to which a state or local government is entitled as determined by the federal government under an allocation formula contained in applicable statutes. 156 53 CITY COUNCIL HANDBOOK Environmental Impact Statement: An impact study representing the combined efforts of many professionals such as biologists, environmentalists, planners, engineers, etc., and concentrating on the likely impact on the local environment that a certain project might be expected to have. Equal protection: Equal protection is a constitutional law concept that all people receive the same protection of the law. That is similarly situated people are treated similarly without regard to their race, creed, color, etc. Fee: Recoupment of costs by the city as opposed to obtaining revenues in excess of costs of providing the service, or regulating the activity (i.e. liquor license). A fee in excess of the costs of regulating or providing service is a tax. Fiscal Year: A 12-month period to which the annual operating budget applies and at the end of which a government determines its financial position and the results of its operations. Franchise: A right or privilege officially granted a person or group by a government. Frontage: The part of a lot that touches a road, street, or watercourse; usually expressed as a specific amount, such as 100 feet of road frontage. Fund: A fiscal and accounting entity with a self-balancing set of accounts recording cash and other financial resources, together with all related liabilities. General fund: The fund used to account for all financial resources except those required to be accounted for in another fund. General obligation bond: A bond secured by the general revenues of the city such that the city may be required to levy in order to make the payments required pursuant to the terms of the bond. Gift (ethical purposes): Means money, real or personal property, a service, loan, a forbearance, or forgiveness of indebtedness, or a promise of future employment, that is given and received without the giver receiving consideration of equal or greater value in return (Minnesota Statutes §10A.071 - https://www.revisor.mn.gov/statutes/?id=10A.071). Grants: Contributions of gifts of cash or other assets from another government or public entity, to be used or expended for a specified purpose, activity, or facility. Harassment: The action of repeatedly annoying or tormenting another individual. 157 54 CITY COUNCIL HANDBOOK Hearing: A hearing (in the context of a city council meeting) is the opportunity to voice one’s opinion to those making a decision. Home rule charter: A home rule charter city is one that has its powers and structure determined by an election of its citizens in adopting a charter, as opposed to a statutory city whose structure and powers are prescribed by state statute. Improvements: Facilities which aid in land development. Improvements include streets, sewer and water lines, curbs, sidewalks, streetlights, fire hydrants and street signs. Initiative: The process established by the charter whereby citizens place a proposed ordinance on the ballot. Initiative and referendum only apply to certain ordinances regulating conduct or establishing a procedure and may not be applied to administrative council actions. Interested person: A person or representative of a person or association that has a direct financial interest in a decision that a local official is authorized to make. Investments: Securities and real estate held for the production of revenues in the form of interest, dividends, rentals, or lease payments. The term does not include fixed assets used in governmental operations. Joint powers: Units of government may enter into agreements to do through joint powers agreements almost anything that any one of the governmental bodies can do. Examples include joint police or other services among cities. Judgment: An amount to be paid or collected by a government as the result of a court decision, including a condemnation award in payment for private property taken for a public use. Land use: A broad term used to classify land according to present use and according to the suitability for future uses: that is, for housing, open spaces and parks, commercial, industrial, etc. Land use and development controls: Codes, resolutions and ordinances enacted by local communities, townships, and counties under the authority of state enabling legislation. Such controls are designed and intended to be used for the protection of the public health, safety, and welfare. 158 55 CITY COUNCIL HANDBOOK Lawful gambling: Lawful gambling refers to activities licensed by the state of Minnesota. Paddlewheels, tip boards, pull tabs, bingo, and raffles are the only permitted activities. All other forms of gambling are illegal. Levy: (verb) To impose taxes, special assessments, or service charges for the support of governmental activities. (noun) The total amount of taxes, special assessments, or service charges imposed by a government. Liabilities: Debt or other legal obligations arising out of transactions in the past, which must be liquidated, renewed, or refunded at some future date. This term does not include encumbrances. License: A permit to engage in an activity. Also may refer to real property whereby a person is permitted to use or occupy real property. Meeting: Where a quorum of a governing body is present and information is received or discussed relating to matters that will come before the governing body or an action is taken with respect to matters that might come before the governing body. Motion: An oral action of the city council that is recorded in the minutes, but is otherwise not formally set forth in written form. Municipal bond: A bond issued by a state or local government. Non-conforming use: A land use that does not comply with the ordinance of a zone it is in, or does not comply with other land use regulations. Nuisance: The use of land or behavior that brings harm or substantial annoyance to adjacent property owners or the public in general. Obligations: Amounts which a government may be legally required to meet out of its resources. Ordinance: A formal legislative enactment by the governing board of a city. If it is not in conflict with any higher form of law, such a state statute or constitutional provision, it has the full force and effect of law within the boundaries of the city to which it applies. Parcel: A lot or group of lots under a single ownership. 159 56 CITY COUNCIL HANDBOOK Parliamentary procedure: Following the rules and customs of the council on how a meeting is conducted. Official process to accomplish city business. Planning and zoning commission: An official body appointed by the governing body of a city, township, or county that is responsible for making the comprehensive plan. In addition, the planning and zoning commission makes recommendations to the governing body about the zoning ordinance and zoning decisions, on subdivisions, and on general planning matters. Plat: The map of a subdivision, showing the number and dimensions of lots, public rights of way, and easements. Police power: The power of a city to establish penal ordinances that prohibit conduct, adopt zoning regulations, remove nuisances, and otherwise provide for the health, safety, and welfare of the community and its citizens. Publish: Publishing a notice requires placing the item in the city’s official newspaper for the specified period of time and in the specified form. Quorum: The number of individuals necessary to transact business. A quorum is less than all of the members and is generally the number required to adopt an item, usually a simple majority of the body’s members. Referendum: A referendum is accomplished by the petition of the electorate to have an ordinance submitted to an election before it may become effective. Resolution: A written action of the council adopted by voice vote of the council that records and sets forth the action taken by the council. Revenue bond: A bond that is secured by the stream of payments received from some particular project or undertaking as opposed to the general revenues of the city. Right of way: The right to cross over property. A right of way usually refers to public land on which a street is built. The right of way includes not only the street but land between the street and the sidewalk. Right to know: Legislation requiring employers to advise employees regarding hazardous materials in the workplace. 160 57 CITY COUNCIL HANDBOOK Setback: The distance required to locate a building from a road, property line, or other building. Special assessment: The levying of a charge against property that has received a benefit from a particular project or activity undertaken by the city. The special assessment becomes part of the funding mechanism to defray the cost of the project. Special district: A special unit of local government created to provide a specific service, such as water and sewer, and fire protection. Special service district: A special service district is a district authorized by special legislation that allows for the imposition of service fees for services rendered in the district. It is available for use in industrial, commercial, or public utility applications. Statute: A written law enacted by a duly organized and constituted legislative body. Storm water: Any flow occurring during or following any form of natural precipitation. Subdivision: The legal separation of a parcel of land into lots for future sale and/or development. Substandard housing: A broad classification for housing condition, rated in degrees of major and minor, which indicates that a certain dwelling unit is deficient for general use. Surety bond: A written promise to pay damages or to indemnify against losses caused by the party or parties named in the document, through nonperformance or defalcation. Tax: A tax is a charge levied against property or an activity. Cities may only impose taxes pursuant to specific statutory authorization. Tax increment financing: A development tool whereby the taxes generated by a development or redevelopment are used to pay the costs of the project incurred by the city. The additional taxes generated by development are used to reimburse the city’s costs in the project. Tax lien: Claims which governments have upon properties until taxes levied against them have been paid. Tax rate: The amount of tax stated in terms of a unit of tax base. 161 58 CITY COUNCIL HANDBOOK Taxes: Compulsory charges levied by a government for the purpose of financing services performed for the common benefit. Tract: Land under single ownership or control. Variance: The decision to alter the provisions of a land use ordinance, usually on a single piece of land. Vote: At a council meeting, the formal decision on an item. Votes may be taken by roll call or by voice, but the minutes of the meeting must reflect how each member voted. Zone: An area or areas of the town in which certain land uses are permitted and other uses are prohibited by the zoning ordinance. Zoning: A regulatory approach to the use of land defines what types of buildings, activities and construction may occur in a district. For example: single-family residential, commercial, light industrial, etc. 162 59 CITY COUNCIL HANDBOOK APPENDIX III TIPS FOR SUCCESSFUL PUBLIC SERVICE • Speak the majority vote (rather than personal vote) of the city council to avoid confusing the public. • Learn about the city, its history, operations, finances, city ordinances, charter, and policies. • Devote sufficient time to the office and to studying the present and future problems of the community. • Save energy and time by setting priorities. Governing a city requires a team effort. Be a team player. • Use caution when making public decisions because they represent the community. Be careful to not allow personal experience to influence decisions and focus on what the community needs as a whole. Take budget preparation seriously because it influences the next year as well as the future years. • Make decisions on the basis of public policy and be consistent. Treat similar situations similarly, and avoid favoritism. • Be proactive. Focus on ways to prevent problems. Find the long-term public interest of the community as a whole rather than focusing on the demands of special interest groups. • Be thoughtful when making decisions and be careful to not rush to judgment. • Embrace change. Look for ways to be responsible through new ideas from the community, staff, the public, and other council members. • If not sure of an answer to a question, it’s okay to say “I don’t know the answer.” Then find the answer to that question within a reasonable time limit. Providing correct information is important. The city manager can generally be very helpful. • Remember that most decisions and actions require approval of the governing body, and this takes a majority vote. • Keep in mind that council members have legal authority as a governing body member only when the governing body is in legal session. • Keep other council members and the city manager in the communication loop about topics because this puts everyone on the same page. • Participate in official meetings with the dignity and decorum fitting those who hold public trust. • Personal dress and courteous behavior at meetings help create an environment for making sound public decisions. • Conduct official public meetings with some formality and follow rules of procedure. Formal meetings expedite the process and tend to promote better decision making. 163 60 CITY COUNCIL HANDBOOK • Ask questions. • Be active. Vote yes or no on motions. Respect an official position and share it as the voice of one city council. • Respect the letter and intent of the open meeting law. Be trusted by not repeating information under any circumstances unless there is a professional reason to do so. • Retain competent key employees, pay them well, trust their professional judgment, and recognize their authority and responsibilities. • Focus on policy-making and allow the city manager to work with the city’s day-to-day operations. Work within the system by directing businesses and people to city staff as appropriate (such as suppliers and vendors). Direct contact with governing body members should be with the governing body as a whole. • Be accountable for policies and decisions made. • Be positive and ask the right questions. “How can we do this?” • Learn to evaluate recommendations and alternative courses of action. Request options and encourage imaginative solutions. • Focus on the long term future of the city to avoid taking short-term gains at the expense of long- term losses. • In determining the public interest, balance personal rights and property interests, recognize that decisions must be made with the best interest of those involved in mind. • Focus on the total development – physical, economic, and social – of the community. • Keep in contact and cooperate with federal, state, county and school officials. Cities must work within the intergovernmental system to be effective. • Get to know officials of neighboring and similar size cities. Visit other cities, particularly those with a reputation of being well run. • Listen to fellow council members and the public to better understand what they are trying to say. • Keep constituents informed and encourage citizen participation. • Remember what’s said privately and publicly can often be seen as news. Be friendly and deal effectively with the news media and represent the city council as one voice. Consult with the city manager if there are any questions or help needed. Be careful about rumors. Check them out and help clarify any false information. • Take care in those appointed to boards and commissions to ensure they are capable and representative of the whole community. • Use manuals, guides and other technical assistance and information. Attend workshops and conferences to grow. • Time management can help balance city service with other priorities. Establish personal goals and objectives. • Focus on the future, and try to leave the city better than when first becoming a council member. 164 61 CITY COUNCIL HANDBOOK • At least once a year, schedule a governing body discussion to review processes and procedures. Ask “How are we doing? How can we do things better?” • Be enthusiastic about public service and the privilege to serve and make it a fun and rewarding experience. • Be a leader, as well as part of the team of elected and appointed officials who were selected to make the city an even better place to live. • Celebrate! Good things do happen. Let the public share those successes. Source: League of Kansas Municipalities, 1990 2019 165 City of Columbia Heights - Council Letter Page 2 TO CITY COUNCIL Sept 9, 2019 *Signed Waiver Form Accompanied Application CONTRACTOR’S LICENSES-2019 BLDG *General Htg & AC 11081 Chaparral Ave, Shakopee $80 Aairgate Htg & AC PO Box 1649, Maple Grove $80 TEMPORARY LIQUOR LICENSE *Immaculate Conception-Nov event 4030 Jackson St $100 MASSAGE THERAPIST LICENSES *Sirong Li for Foot N Back Massage 4230 Central Ave $100 *Yuling Tang for Foot N Back Massage 4230 Central Ave $100 167 CITY OF COLUMBIA HEIGHTS FINANCE DEPARTMENT COUNCIL MEETING OF: September 9, 2019 STATE OF MINNESOTA COUNTY OF ANOKA CITY OF COLUMBIA HEIGHTS Motion: Move that in accordance with Minnesota Statutes the City Council has reviewed the enclosed list of claims paid by check and by electronic funds transfer in the amount of $ 524,753.32. 168 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL050S-V08.11 COVERPAGE GL540R ******************************************************************************* * * * * L E A N N O * * * * * * * * L E A N N O * * * * * * * * L E A N N O * * * * * * * * L E A N N O * * * * ******************************************************************************* Report Selection: Optional Report Title.......09/09/2019 COUNCIL REPORT INCLUSIONS: Fund & Account. thru Check Date.................. thru Source Codes................ thru Journal Entry Dates......... thru Journal Entry Ids........... thru Check Number................ 176754 thru 176934 Project..................... thru Vendor...................... thru Invoice..................... thru Purchase Order.............. thru Bank........................ thru Totals Only?................ N 1099 Vendors Only?.......... N Lower Dollars Limit......... Create Excel file & Download N Run Instructions: Jobq Banner Copies Form Printer Hold Space LPI Lines CPI CP SP RT L LEANNO 01 PRT04 Y S 6 066 10 Y Y 169 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 1 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT ACE HARDWARE 002665 176754 08/28/19 FASTENERS 9.16 037192/R D N GENERAL SUPPLIES 212.43190.2171 176855 09/04/19 TRAILER COUPLER #0217 4.49 037246/R 082219 P D N GARAGE INVENTORY 701.00.14120 VENDOR TOTAL 13.65 AID ELECTRIC SERVICE INC 003890 176755 08/28/19 POLE LED FIXTURES SULL 3,650.00 59407 065947 F D N REPAIR & MAINT. 101.45200.4000 ALTEMP MECHANICAL INC 026780 176756 08/28/19 ICE MACHINE CLEANING 375.00 245700 065231 P D N BUILDING MAINT:C 101.45129.4020 AMERICAN BOTTLING COMPAN 000231 176757 08/28/19 081319 INV 167.32 3575810898 D N INVENTORY - LIQU 609.00.14500 176856 09/04/19 082219 INV 192.32 3562600758 D N INVENTORY - LIQU 609.00.14500 176856 09/04/19 082219 INV 661.17 3562600760 D N INVENTORY - LIQU 609.00.14500 176856 09/04/19 082119 INV 451.56 3575712391 D N INVENTORY - LIQU 609.00.14500 1,305.05 *CHECK TOTAL VENDOR TOTAL 1,472.37 AMERIPRIDE LINEN INC 000245 176758 08/28/19 080719 MOPS,MATS,TOWELS 57.23 1004549715 066130 P D N BUILDING MAINT:C 609.49792.4020 176758 08/28/19 081319 MOPS,MATS,TOWELS 62.89 1004554124 066130 P D N BUILDING MAINT:C 609.49791.4020 176758 08/28/19 081319 UNIFORM RENTAL 60.93 1004554184 002402 P D N UNIFORMS 701.49950.2172 176758 08/28/19 081319 UNIFORM RENTAL 39.88 1004554204 002402 P D N UNIFORMS 101.45200.2172 176758 08/28/19 081319 UNIFORM RENTAL 22.20 1004554212 002402 P D N UNIFORMS 602.49450.2172 176758 08/28/19 081319 UNIFORM RENTAL 19.01 1004554224 002402 P D N UNIFORMS 601.49430.2172 176758 08/28/19 081319 UNIFORM RENTAL 5.53 1004554237 002402 P D N UNIFORMS 604.49650.2172 176758 08/28/19 081319 UNIFORM RENTAL 43.57 1004554241 002402 P D N UNIFORMS 101.43121.2172 176758 08/28/19 081419 MOPS,MATS,TOWELS 57.23 1004556167 066130 P D N BUILDING MAINT:C 609.49792.4020 176758 08/28/19 082019 UNIFORM RENTAL 61.93 1004561208 002402 P D N UNIFORMS 701.49950.2172 176758 08/28/19 082019 UNIFORM RENTAL 36.78 1004561209 002402 P D N UNIFORMS 101.45200.2172 176758 08/28/19 082019 UNIFORM RENTAL 22.20 1004561210 002402 P D N UNIFORMS 602.49450.2172 176758 08/28/19 082019 UNIFORM RENTAL 19.01 1004561211 002402 P D N UNIFORMS 601.49430.2172 176758 08/28/19 082019 UNIFORM RENTAL 5.53 1004561212 002402 P D N UNIFORMS 604.49650.2172 176758 08/28/19 082019 UNIFORM RENTAL 32.57 1004561213 002402 P D N UNIFORMS 101.43121.2172 176758 08/28/19 081319 UNIFORM RENTAL 73.80 1010302036 002402 P D N UNIFORMS 701.49950.2172 620.29 *CHECK TOTAL VENDOR TOTAL 620.29 ANGSTROM ANALYTICAL INC 008380 176759 08/28/19 ASBESTOS SURVEY 4827 UNI 650.00 3585 066386 P D N EXPERT & PROFESS 408.46314.3050 ANOKA COUNTY 011700 176857 09/04/19 BROADBAND CONN 0919 37.50 B190819G 201123 F D N OTHER COMMUNICAT 101.42100.3250 176857 09/04/19 BROADBAND CONN 0919 37.50 B190819G 201123 F D N OTHER COMMUNICAT 101.42200.3250 176857 09/04/19 BROADBAND CONN 0919 18.75 B190819G 201123 F D N OTHER COMMUNICAT 101.43100.3250 176857 09/04/19 BROADBAND CONN 0919 3.75 B190819G 201123 F D N OTHER COMMUNICAT 101.43121.3250 176857 09/04/19 BROADBAND CONN 0919 3.75 B190819G 201123 F D N OTHER COMMUNICAT 101.45200.3250 170 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 2 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT ANOKA COUNTY 011700 176857 09/04/19 BROADBAND CONN 0919 3.75 B190819G 201123 F D N OTHER COMMUNICAT 601.49430.3250 176857 09/04/19 BROADBAND CONN 0919 3.75 B190819G 201123 P D N OTHER COMMUNICAT 602.49450.3250 176857 09/04/19 BROADBAND CONN 0919 3.75 B190819G 201123 P D N OTHER COMMUNICAT 701.49950.3250 112.50 *CHECK TOTAL VENDOR TOTAL 112.50 ANOKA COUNTY LIBRARY 000310 176760 08/28/19 0719 NOTICES 100.00 1608 002155 F D N ACS SUPPLIES 240.45500.2025 ARTISAN BEER COMPANY 022245 176761 08/28/19 053019 INV 388.35 3348911 D N INVENTORY - LIQU 609.00.14500 176761 08/28/19 072519 INV 273.70 3361794 D N INVENTORY - LIQU 609.00.14500 176761 08/28/19 080719 INV 2,010.30 3364353 D N INVENTORY - LIQU 609.00.14500 176761 08/28/19 080819 INV 936.00 3364809 D N INVENTORY - LIQU 609.00.14500 176761 08/28/19 081419 INV 350.10 3365903 D N INVENTORY - LIQU 609.00.14500 176761 08/28/19 053119 INV 50.80CR 460231 D N INVENTORY - LIQU 609.00.14500 176761 08/28/19 070319 INV 7.68CR 463589 D N INVENTORY - LIQU 609.00.14500 176761 08/28/19 071619 INV 379.26CR 464594 D N INVENTORY - LIQU 609.00.14500 176761 08/28/19 071919 INV 39.12CR 465074 D N INVENTORY - LIQU 609.00.14500 3,481.59 *CHECK TOTAL 176858 09/04/19 081519 INV 1,422.25 3366338 D N INVENTORY - LIQU 609.00.14500 176858 09/04/19 081319 INV 18.93CR 467279 D N INVENTORY - LIQU 609.00.14500 1,403.32 *CHECK TOTAL VENDOR TOTAL 4,884.91 ASPEN MILLS, INC. 000430 176762 08/28/19 JACKETS,SHIRTS,PANTS N 1,152.00 240679 066292 F D N UNIFORMS 101.42100.2172 176762 08/28/19 NAME TAGS T MILLER 29.55 241997 D N UNIFORMS 101.42100.2172 176762 08/28/19 NAME TAG G WHITE 22.85 242195 D N UNIFORMS 101.42200.2172 1,204.40 *CHECK TOTAL 176859 09/04/19 JSCKT,SHRT,PNT,BOOTS K 1,357.97 241825 066385 F D N UNIFORMS 101.42100.2172 176859 09/04/19 CAP,PATCHES KWONG 17.20 242230 D N UNIFORMS 101.42100.2172 1,375.17 *CHECK TOTAL VENDOR TOTAL 2,579.57 BAKER & TAYLOR 000525 176763 08/28/19 BOOK 12.97 2034683172 003924 P D N BOOKS 240.45500.2180 176763 08/28/19 BOOKS 319.18 2034683172 003942 P D N BOOKS 240.45500.2180 176763 08/28/19 BOOK 6.49 2034689640 003894 P D N BOOKS 240.45500.2180 176763 08/28/19 BOOK 7.20 2034702516 003894 P D N BOOKS 240.45500.2180 176763 08/28/19 BOOKS 104.26 2034705364 003931 P D N BOOKS 240.45500.2180 176763 08/28/19 BOOK 14.95 2034715526 003940 P D N BOOKS 240.45500.2180 176763 08/28/19 BOOKS 411.73 2034715526 003943 P D N BOOKS 240.45500.2180 176763 08/28/19 BOOKS 11.68 2034716422 003894 P D N BOOKS 240.45500.2180 176763 08/28/19 BOOK 5.53 2034729922 003894 P D N BOOKS 240.45500.2180 171 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 3 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT BAKER & TAYLOR 000525 176763 08/28/19 BOOK 35.62 5015601093 003893 P D N BOOKS 240.45500.2180 176763 08/28/19 BOOKS 46.89 5015611132 003893 P D N BOOKS 240.45500.2180 176763 08/28/19 BOOK 26.11 5015622460 003893 P D N BOOKS 240.45500.2180 176763 08/28/19 BOOKS 42.68 5015634739 003893 P D N BOOKS 240.45500.2180 176763 08/28/19 BOOK 25.03 5015646615 003893 P D N BOOKS 240.45500.2180 1,070.32 *CHECK TOTAL VENDOR TOTAL 1,070.32 BARNA GUZY & STEFFEN LTD 012010 176764 08/28/19 LEG SER-3989 CENTAL 645.44 205812 000383 P D M 07 EXPERT & PROFESS 408.46416.3050 BATTERIES PLUS - 028 099109 176860 09/04/19 AA,AAA,3V BATTERIES 30.43 P17617521 081319 F D N GENERAL SUPPLIES 101.42200.2171 BELLBOY BAR SUPPLY 004955 176765 08/28/19 081419 INV 33.60 0099985500 D N INVENTORY - LIQU 609.00.14500 176765 08/28/19 081419 BAGS 45.00 0099985500 D N GENERAL SUPPLIES 609.49792.2171 176765 08/28/19 081419 INV 19.13 0099985600 D N INVENTORY - LIQU 609.00.14500 176765 08/28/19 081419 BAGS 121.55 0099985600 D N GENERAL SUPPLIES 609.49793.2171 176765 08/28/19 081419 BAGS 247.55 0099987000 D N GENERAL SUPPLIES 609.49791.2171 466.83 *CHECK TOTAL 176861 09/04/19 073119 INV 184.42 0099910800 D N INVENTORY - LIQU 609.00.14500 176861 09/04/19 080619 INV 47.00CR 0099941500 D N INVENTORY - LIQU 609.00.14500 176861 09/04/19 082119 INV 172.56 0100025300 D N INVENTORY - LIQU 609.00.14500 176861 09/04/19 082119 BAGS 136.25 0100025300 D N GENERAL SUPPLIES 609.49791.2171 176861 09/04/19 082119 INV 159.62 0100025400 D N INVENTORY - LIQU 609.00.14500 176861 09/04/19 082119 BAGS 136.05 0100025400 D N GENERAL SUPPLIES 609.49792.2171 741.90 *CHECK TOTAL VENDOR TOTAL 1,208.73 BELLBOY CORPORATION 000595 176766 08/28/19 080919 INV 289.80 0080108500 D N INVENTORY - LIQU 609.00.14500 176766 08/28/19 081419 INV 364.00 0080168100 D N INVENTORY - LIQU 609.00.14500 176766 08/28/19 081419 DEL 4.05 0080168100 D N DELIVERY 609.49792.2199 176766 08/28/19 081419 INV 1,340.40 0080171900 D N INVENTORY - LIQU 609.00.14500 176766 08/28/19 081419 DEL 18.90 0080171900 D N DELIVERY 609.49791.2199 2,017.15 *CHECK TOTAL 176862 09/04/19 082119 INV 520.20 0080283600 D N INVENTORY - LIQU 609.00.14500 176862 09/04/19 082119 DEL 4.05 0080283600 D N DELIVERY 609.49791.2199 176862 09/04/19 082119 INV 728.20 0080284000 D N INVENTORY - LIQU 609.00.14500 176862 09/04/19 082119 DEL 5.40 0080284000 D N DELIVERY 609.49792.2199 1,257.85 *CHECK TOTAL VENDOR TOTAL 3,275.00 BERNICK'S WINE 099956 176767 08/28/19 080219 INV 22.30 521773 D N INVENTORY - LIQU 609.00.14500 172 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 4 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT BERNICK'S WINE 099956 176767 08/28/19 080219 INV 172.60 521774 D N INVENTORY - LIQU 609.00.14500 176767 08/28/19 080519 INV 31.50 521894 D N INVENTORY - LIQU 609.00.14500 176767 08/28/19 080519 INV 1,035.70 521895 D N INVENTORY - LIQU 609.00.14500 176767 08/28/19 080919 INV 114.45 523600 D N INVENTORY - LIQU 609.00.14500 176767 08/28/19 080919 INV 988.60 523601 D N INVENTORY - LIQU 609.00.14500 176767 08/28/19 081619 INV 307.75 525213 D N INVENTORY - LIQU 609.00.14500 176767 08/28/19 081619 INV 3,373.80 525214 D N INVENTORY - LIQU 609.00.14500 6,046.70 *CHECK TOTAL 176863 09/04/19 081519 INV 1.20CR 518487 D N INVENTORY - LIQU 609.00.14500 176863 09/04/19 081519 INV 10.80CR 520391 D N INVENTORY - LIQU 609.00.14500 176863 09/04/19 080919 INV 33.45 523596 D N INVENTORY - LIQU 609.00.14500 176863 09/04/19 080919 INV 512.00 523597 D N INVENTORY - LIQU 609.00.14500 176863 09/04/19 081619 INV 82.30 525210 D N INVENTORY - LIQU 609.00.14500 176863 09/04/19 081619 INV 79.02CR 525211 D N INVENTORY - LIQU 609.00.14500 176863 09/04/19 081619 INV 98.50 525212 D N INVENTORY - LIQU 609.00.14500 176863 09/04/19 081619 INV 136.60 525216 D N INVENTORY - LIQU 609.00.14500 176863 09/04/19 081619 INV 2,987.70 525217 D N INVENTORY - LIQU 609.00.14500 176863 09/04/19 082319 INV 230.25 526756 D N INVENTORY - LIQU 609.00.14500 176863 09/04/19 082319 INV 1,918.60 526757 D N INVENTORY - LIQU 609.00.14500 5,908.38 *CHECK TOTAL VENDOR TOTAL 11,955.08 BICE/ROBERT .00161 176768 08/28/19 FINAL/REFUND 4124 2ND 99.71 050917 D N REFUND PAYABLE 601.00.20120 BLACK STACK BREWING 025725 176769 08/28/19 073119 INV 152.00 4872 D N INVENTORY - LIQU 609.00.14500 176769 08/28/19 073119 INV 166.00 4873 D N INVENTORY - LIQU 609.00.14500 176769 08/28/19 081919 INV 202.03CR 5021 D N INVENTORY - LIQU 609.00.14500 115.97 *CHECK TOTAL 176864 09/04/19 081519 INV 72.00 5008 D N INVENTORY - LIQU 609.00.14500 176864 09/04/19 081919 INV 324.00 5017 D N INVENTORY - LIQU 609.00.14500 396.00 *CHECK TOTAL VENDOR TOTAL 511.97 BLOOMINGTON THEATRE & AR 027180 176770 08/28/19 PROGRAM 080819 275.00 CONTRACT 066090 F D N EXPERT & PROFESS 262.45021.3050 BMJ CORPORATION 020945 176865 09/04/19 ENGINE,TORQUE MOUNT#8090 86.86 67-108075 066388 F D N GARAGE INVENTORY 701.00.14120 176865 09/04/19 COPPER PLUGS-INVENTORY 86.26 67-108140 D N GARAGE INVENTORY 701.00.14120 173.12 *CHECK TOTAL VENDOR TOTAL 173.12 BORRESON/PHIL & HANNAH .00145 176866 09/04/19 FINAL/REFUND 1200 45TH 49.91 080515 D N REFUND PAYABLE 601.00.20120 173 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 5 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT BOURGET IMPORTS LLC 099405 176771 08/28/19 081519 INV 586.00 163585 D N INVENTORY - LIQU 609.00.14500 176771 08/28/19 081519 INV 7.00 163585 D N DELIVERY 609.49791.2199 593.00 *CHECK TOTAL VENDOR TOTAL 593.00 BRAKE & EQUIPMENT WAREHO 000705 176867 09/04/19 ROTORS,AXELS #8090 189.01 01IW8162 066389 F D N GARAGE INVENTORY 701.00.14120 BREAKTHRU BEVERAGE MN BE 024260 176772 08/28/19 080619 INV 744 6,152.60 1091037921 D N INVENTORY - LIQU 609.00.14500 176772 08/28/19 080719 INV 747 2,506.20 1091038523 D N INVENTORY - LIQU 609.00.14500 176772 08/28/19 080719 INV 744 174.50CR 2090402524 D N INVENTORY - LIQU 609.00.14500 176772 08/28/19 080719 INV 744 60.00CR 2090402550 D N INVENTORY - LIQU 609.00.14500 176772 08/28/19 080919 INV 747 861.60CR 2090402950 D N INVENTORY - LIQU 609.00.14500 176772 08/28/19 080919 INV 747 184.00CR 2090403014 D N INVENTORY - LIQU 609.00.14500 7,378.70 *CHECK TOTAL 176868 09/04/19 081319 INV 742 8,926.05 1091040856 D N INVENTORY - LIQU 609.00.14500 176868 09/04/19 081319 INV 744 5,639.25 1091040857 D N INVENTORY - LIQU 609.00.14500 176868 09/04/19 081619 INV 742 1,075.20 1091042962 D N INVENTORY - LIQU 609.00.14500 176868 09/04/19 081619 INV 742 87.00 1091042963 D N INVENTORY - LIQU 609.00.14500 176868 09/04/19 082119 INV 747 4,353.95 1091044439 D N INVENTORY - LIQU 609.00.14500 176868 09/04/19 081319 INV 744 16.50CR 2090403373 D N INVENTORY - LIQU 609.00.14500 176868 09/04/19 081319 INV 742 77.00CR 2090403655 D N INVENTORY - LIQU 609.00.14500 176868 09/04/19 081319 INV 744 46.20CR 2090403676 D N INVENTORY - LIQU 609.00.14500 19,941.75 *CHECK TOTAL VENDOR TOTAL 27,320.45 BREAKTHRU BEVERAGE MN W& 024265 176773 08/28/19 081619 INV 744 1,102.35 1081015287 D N INVENTORY - LIQU 609.00.14500 176773 08/28/19 081619 DEL 744 12.08 1081015287 D N DELIVERY 609.49792.2199 176773 08/28/19 081619 INV 744 1,125.00 1081015288 D N INVENTORY - LIQU 609.00.14500 176773 08/28/19 081619 DEL 744 11.50 1081015288 D N DELIVERY 609.49792.2199 2,250.93 *CHECK TOTAL 176869 09/04/19 081619 INV 742 1,506.95 1081015152 D N INVENTORY - LIQU 609.00.14500 176869 09/04/19 081619 DEL 742 7.48 1081015152 D N DELIVERY 609.49791.2199 176869 09/04/19 081619 INV 742 291.50 1081015153 D N INVENTORY - LIQU 609.00.14500 176869 09/04/19 081619 DEL 742 3.45 1081015153 D N DELIVERY 609.49791.2199 176869 09/04/19 081619 INV 742 1,125.00 1081015284 D N INVENTORY - LIQU 609.00.14500 176869 09/04/19 081619 DEL 742 11.50 1081015284 D N DELIVERY 609.49791.2199 176869 09/04/19 081619 INV 453.40 1081015286 D N INVENTORY - LIQU 609.00.14500 176869 09/04/19 081619 DEL 742 4.60 1081015286 D N DELIVERY 609.49791.2199 176869 09/04/19 081619 INV 747 1,401.85 1081015290 D N INVENTORY - LIQU 609.00.14500 176869 09/04/19 081619 DEL 747 23.00 1081015290 D N DELIVERY 609.49793.2199 176869 09/04/19 082219 INV 742 788.00 1081017364 D N INVENTORY - LIQU 609.00.14500 176869 09/04/19 082219 DEL 742 1.15 1081017364 D N DELIVERY 609.49791.2199 174 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 6 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT BREAKTHRU BEVERAGE MN W& 024265 176869 09/04/19 082319 INV 742 585.00 1081018348 D N INVENTORY - LIQU 609.00.14500 176869 09/04/19 082319 DEL 742 7.48 1081018348 D N DELIVERY 609.49791.2199 176869 09/04/19 082319 INV 742 4,087.50 1081018350 D N INVENTORY - LIQU 609.00.14500 176869 09/04/19 082319 DEL 742 28.75 1081018350 D N DELIVERY 609.49791.2199 176869 09/04/19 082319 INV 742 328.80 1081018351 D N INVENTORY - LIQU 609.00.14500 176869 09/04/19 082319 DEL 742 2.30 1081018351 D N DELIVERY 609.49791.2199 176869 09/04/19 082319 INV 744 1,175.10 1081018352 D N INVENTORY - LIQU 609.00.14500 176869 09/04/19 082319 DEL 744 14.37 1081018352 D N DELIVERY 609.49792.2199 176869 09/04/19 082019 INV 742 788.00CR 2080247112 D N INVENTORY - LIQU 609.00.14500 176869 09/04/19 082019 DEL 742 1.15CR 2080247112 D N DELIVERY 609.49791.2199 11,058.03 *CHECK TOTAL VENDOR TOTAL 13,308.96 BROKEN CLOCK BREWING COO 025930 176870 09/04/19 081319 INV 144.00 2618 D N INVENTORY - LIQU 609.00.14500 CAMPANO/ARMANDO .00498 176871 09/04/19 REFUND TAX DAMAGE 33.26 117542 082519 F D N STATE SALES TAX 101.00.20810 176871 09/04/19 LESS TAX SECURITY 4.16CR 117542 082519 F D N STATE SALES TAX 101.00.20810 176871 09/04/19 REFUND DAMAGE DEP 466.74 117542 082519 F D N HALL RENTS 101.00.34781 176871 09/04/19 LESS SECURITY 58.30CR 117542 082519 F D N HALL RENTS 101.00.34781 437.54 *CHECK TOTAL VENDOR TOTAL 437.54 CAPITOL BEVERAGE SALES L 099247 176774 08/28/19 071519 INV 13.50CR 2291779 D N INVENTORY - LIQU 609.00.14500 176774 08/28/19 072619 INV 4,083.80 2295519 D N INVENTORY - LIQU 609.00.14500 176774 08/28/19 080219 INV 3,349.65 2298585 D N INVENTORY - LIQU 609.00.14500 176774 08/28/19 080719 INV 5,358.40 2301763 D N INVENTORY - LIQU 609.00.14500 176774 08/28/19 080719 INV 42.80CR 2301765 D N INVENTORY - LIQU 609.00.14500 176774 08/28/19 080719 INV 9.80CR 2302391 D N INVENTORY - LIQU 609.00.14500 176774 08/28/19 080719 INV 10.80CR 2302512 D N INVENTORY - LIQU 609.00.14500 176774 08/28/19 080719 INV 2.40CR 2302520 D N INVENTORY - LIQU 609.00.14500 176774 08/28/19 081519 INV 50.00CR 2306110 D N INVENTORY - LIQU 609.00.14500 176774 08/28/19 081519 INV 12.20CR 2306124 D N INVENTORY - LIQU 609.00.14500 176774 08/28/19 081519 INV 87.90CR 2306126 D N INVENTORY - LIQU 609.00.14500 176774 08/28/19 081419 INV 7,626.65 4448640 D N INVENTORY - LIQU 609.00.14500 176774 08/28/19 081419 INV 34.40CR 4448641 D N INVENTORY - LIQU 609.00.14500 176774 08/28/19 081519 INV 2,785.90 4448642 D N INVENTORY - LIQU 609.00.14500 22,940.60 *CHECK TOTAL 176872 09/04/19 080919 INV 851.45 2301764 D N INVENTORY - LIQU 609.00.14500 176872 09/04/19 081619 INV 16.80CR 277-1063 D N INVENTORY - LIQU 609.00.14500 176872 09/04/19 082219 INV 16.70CR 277-1073 D N INVENTORY - LIQU 609.00.14500 176872 09/04/19 082219 INV 19.00CR 277-1074 D N INVENTORY - LIQU 609.00.14500 176872 09/04/19 081619 INV 6,024.40 4448639 D N INVENTORY - LIQU 609.00.14500 176872 09/04/19 082119 INV 2,758.10 4448675 D N INVENTORY - LIQU 609.00.14500 175 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 7 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT CAPITOL BEVERAGE SALES L 099247 176872 09/04/19 082219 INV 3,838.60 4448676 D N INVENTORY - LIQU 609.00.14500 13,420.05 *CHECK TOTAL VENDOR TOTAL 36,360.65 CEMENT RAISING INC 022295 176873 09/04/19 2 WALKS CENTRAL & 37TH 400.00 082119 066197 F D N REPAIR & MAINT. 101.43121.4000 176873 09/04/19 4 WALKS WASHINGTON ST 600.00 082119 066197 F D N REPAIR & MAINT. 101.43121.4000 176873 09/04/19 CNCRT SLAB 1311 CIR TERR 300.00 082119 066076 F D N REPAIR & MAINT. 101.45200.4000 176873 09/04/19 VOID FILL 4950 CENTRAL 450.00 082119 066075 F D N MAINT. & CONSTRU 601.49430.2160 176873 09/04/19 VOID FILL 1170 49TH AV 2,680.00 082119 066075 F D N MAINT. & CONSTRU 601.49430.2160 4,430.00 *CHECK TOTAL VENDOR TOTAL 4,430.00 CENGAGE LEARNING INC 009585 176775 08/28/19 LARGE PRINT BOOKS 162.69 67555175 003895 P D N BOOKS 240.45500.2180 176775 08/28/19 LARGE PRINT BOOKS 56.98 67555761 003896 P D N BOOKS 240.45500.2180 219.67 *CHECK TOTAL VENDOR TOTAL 219.67 CENTER POINT ENERGY 004945 176874 09/04/19 081619 8000014661-5 68.14 8000014661-5 D N GAS 101.41940.3830 176874 09/04/19 081619 8000014661-5 93.11 8000014661-5 D N GAS 101.45129.3830 176874 09/04/19 081619 8000014661-5 18.68 8000014661-5 D N GAS 101.45200.3830 176874 09/04/19 081619 8000014661-5 15.00 8000014661-5 D N GAS 101.45200.3830 176874 09/04/19 081619 8000014661-5 15.00 8000014661-5 D N GAS 101.45200.3830 176874 09/04/19 081619 8000014661-5 15.00 8000014661-5 D N GAS 101.45200.3830 176874 09/04/19 081619 8000014661-5 15.00 8000014661-5 D N GAS 101.45200.3830 176874 09/04/19 081619 8000014661-5 15.00 8000014661-5 D N GAS 601.49430.3830 176874 09/04/19 081619 8000014661-5 15.00 8000014661-5 D N GAS 601.49430.3830 176874 09/04/19 081619 8000014661-5 15.53 8000014661-5 D N GAS 602.49450.3830 176874 09/04/19 081619 8000014661-5 54.87 8000014661-5 D N GAS 609.49791.3830 176874 09/04/19 081619 8000014661-5 60.00 8000014661-5 D N GAS 609.49792.3830 176874 09/04/19 081619 8000014661-5 19.96 8000014661-5 D N GAS 609.49793.3830 176874 09/04/19 081619 8000014661-5 82.54 8000014661-5 D N GAS 701.49950.3830 502.83 *CHECK TOTAL VENDOR TOTAL 502.83 CENTURY COLLEGE 010105 176875 09/04/19 BLS CARDS CRESTVIEW 27.50 00704637 D N EXPERT & PROFESS 101.42200.3050 CENTURYLINK 020790 176876 09/04/19 082219 763 571-1699 938 50.24 7635711699938 D N TELEPHONE & TELE 609.49791.3210 CHIRPICH/AARON .00496 176776 08/28/19 LOCK BOX 3989 CENTRAL 34.99 081419 D N GENERAL SUPPLIES 204.46314.2171 CINTAS FIRST AID-SAFETY 012505 176777 08/28/19 FIRST AID SUPPLIES 388.29 5014478863 066349 F D N GENERAL SUPPLIES 701.49950.2171 176 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 8 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT CINTAS INC 026055 176778 08/28/19 RUGS-PW 080819 31.68 4027574107 002859 P D N BUILDING MAINT:C 701.49950.4020 176778 08/28/19 RUGS-CITY HALL 081519 18.96 4028065525 002859 P D N BUILDING MAINT:C 101.41940.4020 176778 08/28/19 TOWELS,AIR FRESH 48.57 4028065537 002099 P D N BUILDING MAINT:C 101.42100.4020 176778 08/28/19 TOWELS,AIR FRESH 48.57 4028065537 002099 P D N BUILDING MAINT:C 101.42200.4020 176778 08/28/19 MOPS JPM 082019 26.53 4028304481 065195 P D N BUILDING MAINT:C 101.45129.4020 174.31 *CHECK TOTAL 176877 09/04/19 MOPS JPM 061119 24.30 4023593498 065195 P D N BUILDING MAINT:C 101.45129.4020 176877 09/04/19 RUGS-PW 082219 31.68 4028555549 002859 P D N BUILDING MAINT:C 701.49950.4020 176877 09/04/19 MOPS JPM 082719 26.53 4028808371 065195 P D N BUILDING MAINT:C 101.45129.4020 82.51 *CHECK TOTAL VENDOR TOTAL 256.82 CITY WIDE WINDOW SERVICE 002375 176779 08/28/19 WINDOW CLEANING 0719 128.00 668121 065030 P D N BUILDING MAINT:C 240.45500.4020 COMCAST 000298 176780 08/28/19 081019 8772105050224795 19.15 081019 002324 F D N OTHER COMMUNICAT 101.41110.3250 176780 08/28/19 081019 8772105050224795 28.72 081019 002324 F D N OTHER COMMUNICAT 101.41320.3250 176780 08/28/19 081019 8772105050224795 62.22 081019 002324 F D N OTHER COMMUNICAT 101.41510.3250 176780 08/28/19 081019 8772105050224795 4.79 081019 002324 F D N OTHER COMMUNICAT 101.41940.3250 176780 08/28/19 081019 8772105050224795 129.23 081019 002324 F D N OTHER COMMUNICAT 101.42100.3250 176780 08/28/19 081019 8772105050224795 119.66 081019 002324 F D N OTHER COMMUNICAT 101.42200.3250 176780 08/28/19 081019 8772105050224795 67.01 081019 002324 F D N OTHER COMMUNICAT 101.43100.3250 176780 08/28/19 081019 8772105050224795 9.57 081019 002324 F D N OTHER COMMUNICAT 101.43121.3250 176780 08/28/19 081019 8772105050224795 33.51 081019 002324 F D N OTHER COMMUNICAT 101.45000.3250 176780 08/28/19 081019 8772105050224795 9.57 081019 002324 F D N OTHER COMMUNICAT 101.45129.3250 176780 08/28/19 081019 8772105050224795 9.57 081019 002324 F D N OTHER COMMUNICAT 101.45200.3250 176780 08/28/19 081019 8772105050224795 14.36 081019 002324 F D N OTHER COMMUNICAT 201.42400.3250 176780 08/28/19 081019 8772105050224795 19.15 081019 002324 F D N OTHER COMMUNICAT 204.46314.3250 176780 08/28/19 081019 8772105050224795 528.86 081019 002324 F D N OTHER COMMUNICAT 225.49844.3250 176780 08/28/19 081019 8772105050224795 201.03 081019 002324 F D N OTHER COMMUNICAT 240.45500.3250 176780 08/28/19 081019 8772105050224795 4.79 081019 002324 F D N OTHER COMMUNICAT 601.49430.3250 176780 08/28/19 081019 8772105050224795 4.79 081019 002324 F D N OTHER COMMUNICAT 602.49450.3250 176780 08/28/19 081019 8772105050224795 190.84 081019 002324 F D N OTHER COMMUNICAT 609.49791.3250 176780 08/28/19 081019 8772105050224795 166.91 081019 002324 F D N OTHER COMMUNICAT 609.49792.3250 176780 08/28/19 081019 8772105050224795 152.55 081019 002324 F D N OTHER COMMUNICAT 609.49793.3250 176780 08/28/19 081019 8772105050224795 9.57 081019 002324 F D N OTHER COMMUNICAT 701.49950.3250 176780 08/28/19 081019 8772105050224795 139.15 081019 002324 F D N OTHER COMMUNICAT 720.49980.3250 176780 08/28/19 081119 8772105050213863 33.81 081119 D N OTHER COMMUNICAT 101.42200.3250 1,958.81 *CHECK TOTAL VENDOR TOTAL 1,958.81 COMMERCIAL ASPHALT 000460 176878 09/04/19 MV4 WEAR ASPHALT 609.69 066057 D N MAINT. & CONSTRU 415.51801.2160 176878 09/04/19 MV4 WEAR ASPHALT 594.11 190815 065306 P D N MAINT. & CONSTRU 101.43121.2160 176878 09/04/19 MV4 WEAR ASPHALT 962.20 190815 065306 P D N MAINT. & CONSTRU 601.49430.2160 2,166.00 *CHECK TOTAL VENDOR TOTAL 2,166.00 177 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 9 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT CORE & MAIN LP 025710 176781 08/28/19 OMNI REGISTER 329.53 K910942 066368 F D N COMM. PURCHASED 601.49430.2990 CREW 2 INC .00495 176782 08/28/19 REF PER FEE-4500 JEFF 33.44 2019-00731 082319 P D N BUILDING & MOVIN 201.00.32192 CRYSTAL SPRINGS ICE LLC 021335 176783 08/28/19 081319 INV 90.16 001.B009281 D N INVENTORY - LIQU 609.00.14500 176783 08/28/19 081319 INV 63.18 001.B009285 D N INVENTORY - LIQU 609.00.14500 176783 08/28/19 081719 INV 127.98 001.B009323 D N INVENTORY - LIQU 609.00.14500 176783 08/28/19 082019 INV 139.05 001.B009365 D N INVENTORY - LIQU 609.00.14500 420.37 *CHECK TOTAL 176879 09/04/19 082019 INV 171.99 001.B009363 D N INVENTORY - LIQU 609.00.14500 176879 09/04/19 082019 INV 98.28 001.B009367 D N INVENTORY - LIQU 609.00.14500 176879 09/04/19 082419 INV 176.58 001.B009403 D N INVENTORY - LIQU 609.00.14500 176879 09/04/19 082719 INV 183.60 001.B009419 D N INVENTORY - LIQU 609.00.14500 630.45 *CHECK TOTAL VENDOR TOTAL 1,050.82 CULLEN/DAVID 024625 176880 09/04/19 BOOT REIMBURSEMENT 200.00 2068104 082719 P D N PROTECTIVE CLOTH 101.43121.2173 CUSHMAN MOTOR CO INC 024660 176784 08/28/19 VENTRAC AERATOR RENTAL 490.00 176237 066350 F D N RENTS & LEASES 101.45200.4100 DALCO ENTERPRISES INC 001405 176881 09/04/19 TOWELS,TP,CLEANER,LINERS 90.47 3478483 066351 F D N BUILDING MAINT:C 101.42100.4020 176881 09/04/19 TOWELS,TP,CLEANER,LINERS 90.47 3478483 066351 F D N BUILDING MAINT:C 101.42200.4020 180.94 *CHECK TOTAL VENDOR TOTAL 180.94 DRASTIC MEASURES BREWING 027290 176882 09/04/19 082119 INV 918.00 194354 D N INVENTORY - LIQU 609.00.14500 DRIVER AND VEHICLE SERVI 011955 176883 09/04/19 TITLE, REG, TAX VIN 72 1,822.60 7206 D N TAXES & LICENSES 101.42100.4390 DU ALL SERVICE CONTRACTO 012710 176785 08/28/19 GRASS 3847 TYLER ST 61.06 7061 002862 F D N REPAIR & MAINT. 415.46450.4000 176785 08/28/19 GRASS 4320 7TH ST 61.06 7062 002862 F D N REPAIR & MAINT. 415.46450.4000 176785 08/28/19 GRASS 4401-03 JACKSON 57.00 7063 002862 F D N REPAIR & MAINT. 415.46450.4000 176785 08/28/19 GRASS 4407-09 JACKSON 57.00 7064 002862 F D N REPAIR & MAINT. 415.46450.4000 176785 08/28/19 GRASS 3720 TYLER ST 57.00 7065 002862 F D N REPAIR & MAINT. 415.46450.4000 176785 08/28/19 GRASS 1920 CENTRAL AV 61.06 7066 002862 F D N REPAIR & MAINT. 415.46450.4000 176785 08/28/19 GRASS 1101 46TH 57.00 7088 002862 F D N REPAIR & MAINT. 415.46450.4000 411.18 *CHECK TOTAL VENDOR TOTAL 411.18 178 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 10 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT EARTH RIDER BREWERY LLC 026865 176786 08/28/19 072919 INV 96.00 E-6528 D N INVENTORY - LIQU 609.00.14500 ECM PUBLISHERS INC 022465 176787 08/28/19 2018 ANNUAL DISCLOSURE 208.13 715972 066369 F D N LEGAL NOTICE PUB 204.46314.3500 176884 09/04/19 4833 UNIV TRNSFR 56.25 718893 066427 F D N LEGAL NOTICE PUB 101.41110.3500 VENDOR TOTAL 264.38 EHLERS & ASSOCIATES INC 005825 176788 08/28/19 PROF SER-3989 CENTRAL 1,786.25 80774 001560 P D M 07 EXPERT & PROFESS 408.46416.3050 176788 08/28/19 PROF SER-EMPL/CONSULTA 2,120.00 81021 001560 P D M 07 EXPERT & PROFESS 204.46314.3050 176788 08/28/19 PROF SER-3989 CENTRAL 198.75 81021 001560 P D M 07 EXPERT & PROFESS 408.46416.3050 176788 08/28/19 PROF SER-3989 CENTRAL 367.50 81074 001560 P D M 07 EXPERT & PROFESS 408.46416.3050 176788 08/28/19 PROF SER-3989 CENTRAL 3,120.00 81075 001560 P D M 07 EXPERT & PROFESS 408.46416.3050 7,592.50 *CHECK TOTAL VENDOR TOTAL 7,592.50 FERGUSON WATERWORKS INC 099963 176885 09/04/19 CLAMP 415.28 0341202 066271 F D N MAINT. & CONSTRU 601.49430.2160 176885 09/04/19 FAUCET 381.05 6842541 066393 F D N MINOR EQUIPMENT 701.49950.2010 796.33 *CHECK TOTAL VENDOR TOTAL 796.33 FLEETPRIDE INC 001110 176886 09/04/19 FILTERS-INVENTORY 21.16 33033371 D N GARAGE INVENTORY 701.00.14120 176886 09/04/19 RTN FILTERS-INVENTORY 39.68CR 33033963 D N GARAGE INVENTORY 701.00.14120 176886 09/04/19 FILTERS-INVENTORY 129.09 33651519 D N GARAGE INVENTORY 701.00.14120 176886 09/04/19 O-RINGS #0101 20.52 33975522 D N GARAGE INVENTORY 701.00.14120 176886 09/04/19 FILTERS-INVENTORY 63.23 34156274 D N GARAGE INVENTORY 701.00.14120 194.32 *CHECK TOTAL VENDOR TOTAL 194.32 FRIDLEY YOUTH SPORTS ASS 099554 176789 08/28/19 FOOTBALL LEAGUE FEES 490.00 255 066370 F D M 07 SUBSCRIPTION, ME 101.45001.4330 GARCIA/LUZ .00501 176887 09/04/19 FOOTBALL LEAGUE 35.00 2020-19 082619 F D N PROGRAM REVENUE 101.95.34700 GENUINE PARTS/NAPA AUTO 002780 176790 08/28/19 CORE,BATTERY #0204 48.00 4342-737167 D N GARAGE INVENTORY 701.00.14120 176790 08/28/19 RTN CORE DEPOSIT 9.00CR 4342-737167 D N GARAGE INVENTORY 701.00.14120 39.00 *CHECK TOTAL 176888 09/04/19 SPARK PLUG-INVENTORY 2.07 4342-737496 D N GARAGE INVENTORY 701.00.14120 VENDOR TOTAL 41.07 GILES/BETSEY .00500 176889 09/04/19 REFUND TAX DAMAGE 33.26 116208 082319 F D N STATE SALES TAX 101.00.20810 176889 09/04/19 REFUND DAMAGE DEP 466.74 116208 082319 F D N HALL RENTS 101.00.34781 179 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 11 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT GILES/BETSEY .00500 500.00 *CHECK TOTAL VENDOR TOTAL 500.00 GONZALEZ/JASMIN .00499 176890 09/04/19 REFUND TAX DAMAGE 33.26 118057 082419 F D N STATE SALES TAX 101.00.20810 176890 09/04/19 LESS TAX SECURITY 4.16CR 118057 082419 F D N STATE SALES TAX 101.00.20810 176890 09/04/19 REFUND DAMAGE DEP 466.74 118057 082419 F D N HALL RENTS 101.00.34781 176890 09/04/19 LESS SECURITY 58.30CR 118057 082419 F D N HALL RENTS 101.00.34781 437.54 *CHECK TOTAL VENDOR TOTAL 437.54 GRAYBAR ELECTRIC INC 010390 176891 09/04/19 WATER HEATER FUSES 165.78 9311753198 066321 F D N GENERAL SUPPLIES 101.45129.2171 GREAT LAKES COCA-COLA DI 001120 176791 08/28/19 081319 INV 562.27 3615206454 D N INVENTORY - LIQU 609.00.14500 176892 09/04/19 082219 INV 468.06 3600207461 D N INVENTORY - LIQU 609.00.14500 176892 09/04/19 082219 INV 1,053.45 3615206499 D N INVENTORY - LIQU 609.00.14500 176892 09/04/19 082219 INV 39.32CR 3615206500 D N INVENTORY - LIQU 609.00.14500 1,482.19 *CHECK TOTAL VENDOR TOTAL 2,044.46 GROVE NURSERY 014640 176792 08/28/19 CIRCLE TERRACE LANDSCAPE 823.16 29636400 066012 F D N MAINT. & CONSTRU 101.45200.2160 176792 08/28/19 COLORADO SPRUCE 68.00 29645900 065707 F D N MAINT. & CONSTRU 101.45200.2160 176792 08/28/19 CIRCLE TERRACE LANDSCAPE 187.28 29646000 066012 F D N MAINT. & CONSTRU 101.45200.2160 1,078.44 *CHECK TOTAL VENDOR TOTAL 1,078.44 G4S SECURE SOLUTIONS USA 099818 176893 09/04/19 SECURITY 081719 152.00 10654229 002206 P D N EXPERT & PROFESS 101.45129.3050 176893 09/04/19 SECURITY 082419-082519 448.00 10672568 002206 P D N EXPERT & PROFESS 101.45129.3050 600.00 *CHECK TOTAL VENDOR TOTAL 600.00 HARBOR FREIGHT TOOLS 000393 176793 08/28/19 WRCKNG BAR,RTCHT TIE DWN 53.28 891162 066372 F D N GENERAL SUPPLIES 601.49430.2171 HOHENSTEINS INC 008705 176794 08/28/19 072619 INV 380.00 153198 D N INVENTORY - LIQU 609.00.14500 176794 08/28/19 080219 INV 81.20 154599 D N INVENTORY - LIQU 609.00.14500 176794 08/28/19 081619 INV 15.00CR 157549 D N INVENTORY - LIQU 609.00.14500 176794 08/28/19 081619 INV 9.00CR 157550 D N INVENTORY - LIQU 609.00.14500 437.20 *CHECK TOTAL 176894 09/04/19 080919 INV 453.20 155738 D N INVENTORY - LIQU 609.00.14500 180 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 12 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT HOHENSTEINS INC 008705 176894 09/04/19 080919 INV 2,674.45 156128 D N INVENTORY - LIQU 609.00.14500 176894 09/04/19 081619 INV 1,661.40 157328 D N INVENTORY - LIQU 609.00.14500 176894 09/04/19 081619 INV 1,101.95 157377 D N INVENTORY - LIQU 609.00.14500 176894 09/04/19 081619 INV 285.60 157392 D N INVENTORY - LIQU 609.00.14500 176894 09/04/19 082319 INV 4,428.60 158752 D N INVENTORY - LIQU 609.00.14500 176894 09/04/19 082319 INV 34.00 158753 D N INVENTORY - LIQU 609.00.14500 10,639.20 *CHECK TOTAL VENDOR TOTAL 11,076.40 HOME DEPOT #2802 009495 176795 08/28/19 2 STROKE OIL 132.24 10079 066352 F D N GARAGE INVENTORY 701.00.14120 176795 08/28/19 STOP RUST PAINT,PRIMER 12.52 8011878 081319 P D N GENERAL SUPPLIES 101.45200.2171 176795 08/28/19 LUMBER,FASTENERS,BITS 42.31 9021847 081219 P D N GENERAL SUPPLIES 101.45200.2171 187.07 *CHECK TOTAL VENDOR TOTAL 187.07 HORWITZ INC 099892 176796 08/28/19 CONDENSER REPAIR 432.60 W50096 066322 F D N BUILDING MAINT:C 101.45129.4020 176895 09/04/19 REPLACE TRANSFORMER 44.06 W50202 D N BUILDING MAINT:C 609.49792.4020 VENDOR TOTAL 476.66 INDEED BREWING COMPANY L 021980 176797 08/28/19 073119 INV 876.45 80472 D N INVENTORY - LIQU 609.00.14500 176797 08/28/19 073119 INV 649.80 80473 D N INVENTORY - LIQU 609.00.14500 1,526.25 *CHECK TOTAL 176896 09/04/19 082119 INV 1,156.10 81289 D N INVENTORY - LIQU 609.00.14500 VENDOR TOTAL 2,682.35 INNOVATIVE OFFICE SOLUTN 099372 176798 08/28/19 BUS CARD FILE,CARDS 9.98 IN2623539 066326 F D N OFFICE SUPPLIES 101.41320.2000 176798 08/28/19 YEL,MAG TONER 325.14 IN2623539 066326 F D N COMPUTER SUPPLIE 101.41320.2020 176798 08/28/19 MANILA FOLDERS LTR 6.54 IN2623539 066326 F D N OFFICE SUPPLIES 101.41940.2000 341.66 *CHECK TOTAL 176897 09/04/19 LABEL TAPE,FOLDERS 39.88 IN2605956 066239 F D N OFFICE SUPPLIES 101.41320.2000 176897 09/04/19 WALL CLOCK 11.68 IN2605956 066239 F D N GENERAL SUPPLIES 101.41320.2171 176897 09/04/19 CALCULATOR ROLL PAPER 4.64 IN2605956 066239 F D N OFFICE SUPPLIES 101.41510.2000 176897 09/04/19 PENS,FOLDERS,STENO PADS 20.60 IN2605956 066239 F D N OFFICE SUPPLIES 101.41940.2000 76.80 *CHECK TOTAL VENDOR TOTAL 418.46 INTEGRATED LOSS CONTROL 010115 176799 08/28/19 090119 SAFETY SERVICES 71.83 13130 002825 P D N TRAINING & EDUC 101.43121.3105 176799 08/28/19 090119 SAFETY SERVICES 71.83 13130 002825 P D N TRAINING & EDUC 101.45200.3105 176799 08/28/19 090119 SAFETY SERVICES 71.83 13130 002825 P D N TRAINING & EDUC 601.49430.3105 176799 08/28/19 090119 SAFETY SERVICES 71.83 13130 002825 P D N TRAINING & EDUC 602.49450.3105 176799 08/28/19 090119 SAFETY SERVICES 71.84 13130 002825 P D N TRAINING & EDUC 604.49650.3105 181 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 13 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT INTEGRATED LOSS CONTROL 010115 176799 08/28/19 090119 SAFETY SERVICES 71.84 13130 002825 P D N TRAINING & EDUC 701.49950.3105 431.00 *CHECK TOTAL VENDOR TOTAL 431.00 INVICTUS BREWING CO LLC 027035 176898 09/04/19 082019 INV 249.00 SI-409 D N INVENTORY - LIQU 609.00.14500 J H LARSON ELECTRIC COMP 003990 176800 08/28/19 LIGHT BULBS 108.44 S102063191.001 066327 F D N GENERAL SUPPLIES 101.43170.2171 JEFFERSON FIRE & SAFETY 021545 176801 08/28/19 HELMETS 785.92 IN108622 065977 F D N PROTECTIVE CLOTH 101.42200.2173 JJ TAYLOR DIST OF MN 002365 176802 08/28/19 053019 INV 32.80CR 2942314 D N INVENTORY - LIQU 609.00.14500 176802 08/28/19 071819 INV 17.60 2956362 D N INVENTORY - LIQU 609.00.14500 176802 08/28/19 081519 INV 145.50 2960696 D N INVENTORY - LIQU 609.00.14500 176802 08/28/19 053019 INV 1,411.70 2980855 D N INVENTORY - LIQU 609.00.14500 176802 08/28/19 053019 DEL 3.00 2980855 D N DELIVERY 609.49793.2199 176802 08/28/19 072519 INV 2,042.00 2995113 D N INVENTORY - LIQU 609.00.14500 176802 08/28/19 072519 DEL 3.00 2995113 D N DELIVERY 609.49793.2199 176802 08/28/19 080119 INV 2,853.10 2995149 D N INVENTORY - LIQU 609.00.14500 176802 08/28/19 080119 DEL 3.00 2995149 D N DELIVERY 609.49793.2199 176802 08/28/19 080819 INV 5,091.61 2995183 D N INVENTORY - LIQU 609.00.14500 176802 08/28/19 080819 DEL 3.00 2995183 D N DELIVERY 609.49791.2199 176802 08/28/19 081419 INV 4,797.09 3009403 D N INVENTORY - LIQU 609.00.14500 176802 08/28/19 081419 DEL 3.00 3009403 D N DELIVERY 609.49792.2199 176802 08/28/19 081519 INV 5,852.05 3009411 D N INVENTORY - LIQU 609.00.14500 176802 08/28/19 081519 DEL 3.00 3009411 D N DELIVERY 609.49791.2199 22,195.85 *CHECK TOTAL 176899 09/04/19 080819 INV 1,941.05 2995184 D N INVENTORY - LIQU 609.00.14500 176899 09/04/19 080819 DEL 3.00 2995184 D N DELIVERY 609.49793.2199 176899 09/04/19 081519 INV 2,687.94 3009409 D N INVENTORY - LIQU 609.00.14500 176899 09/04/19 081519 DEL 3.00 3009409 D N DELIVERY 609.49793.2199 176899 09/04/19 082119 INV 11,199.75 3009434 D N INVENTORY - LIQU 609.00.14500 176899 09/04/19 082119 DEL 3.00 3009434 D N DELIVERY 609.49792.2199 15,837.74 *CHECK TOTAL VENDOR TOTAL 38,033.59 JOHNSON BROS. LIQUOR CO. 003550 176803 08/28/19 073019 INV 279.25 1348261 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 073019 DEL 2.42 1348261 D N DELIVERY 609.49792.2199 176803 08/28/19 080519 INV 1,390.26 1352590 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080519 DEL 13.31 1352590 D N DELIVERY 609.49792.2199 176803 08/28/19 080519 INV 1,846.32 1352591 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080519 DEL 37.51 1352591 D N DELIVERY 609.49792.2199 182 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 14 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT JOHNSON BROS. LIQUOR CO. 003550 176803 08/28/19 080519 UBV 1,390.26 1352592 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080519 DEL 13.31 1352592 D N DELIVERY 609.49791.2199 176803 08/28/19 080519 INV 1,514.16 1352593 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080519 DEL 30.25 1352593 D N DELIVERY 609.49791.2199 176803 08/28/19 080619 INV 474.00 1353881 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 2.42 1353881 D N DELIVERY 609.49791.2199 176803 08/28/19 080619 INV 203.00 1353882 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 1.21 1353882 D N DELIVERY 609.49791.2199 176803 08/28/19 080619 INV 38.00 1353883 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 2.42 1353883 D N DELIVERY 609.49791.2199 176803 08/28/19 080619 INV 474.00 1353884 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 2.42 1353884 D N DELIVERY 609.49792.2199 176803 08/28/19 080619 INV 982.00 1353885 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 7.26 1353885 D N DELIVERY 609.49791.2199 176803 08/28/19 080619 INV 508.00 1353886 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 5.45 1353886 D N DELIVERY 609.49791.2199 176803 08/28/19 080619 INV 1,422.00 1353887 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 11.50 1353887 D N DELIVERY 609.49791.2199 176803 08/28/19 080619 INV 2,400.00 1353888 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 25.42 1353888 D N DELIVERY 609.49791.2199 176803 08/28/19 080619 INV 897.00 1353889 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 4.03 1353889 D N DELIVERY 609.49791.2199 176803 08/28/19 080619 INV 28.00 1353890 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 1.21 1353890 D N DELIVERY 609.49791.2199 176803 08/28/19 080619 INV 152.00 1353891 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 2.42 1353891 D N DELIVERY 609.49791.2199 176803 08/28/19 080619 INV 486.76 1353892 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 7.26 1353892 D N DELIVERY 609.49793.2199 176803 08/28/19 080619 INV 352.65 1353893 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 9.68 1353893 D N DELIVERY 609.49793.2199 176803 08/28/19 080619 INV 645.00 1353894 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 13.31 1353894 D N DELIVERY 609.49793.2199 176803 08/28/19 080619 INV 1,136.00 1353895 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 15.73 1353895 D N DELIVERY 609.49793.2199 176803 08/28/19 080619 INV 470.53 1353896 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 12.10 1353896 D N DELIVERY 609.49793.2199 176803 08/28/19 080619 INV 36.00 1353897 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 1.21 1353897 D N DELIVERY 609.49792.2199 176803 08/28/19 080619 INV 331.66 1353898 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 12.10 1353898 D N DELIVERY 609.49792.2199 176803 08/28/19 080619 INV 2,091.10 1353899 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 22.99 1353899 D N DELIVERY 609.49792.2199 176803 08/28/19 080619 INV 508.00 1353900 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 5.44 1353900 D N DELIVERY 609.49792.2199 176803 08/28/19 080619 INV 666.00 1353901 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 4.84 1353901 D N DELIVERY 609.49792.2199 176803 08/28/19 080619 INV 897.00 1353902 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 4.03 1353902 D N DELIVERY 609.49792.2199 183 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 15 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT JOHNSON BROS. LIQUOR CO. 003550 176803 08/28/19 080619 INV 348.00 1355058 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 4.84 1355058 D N DELIVERY 609.49791.2199 176803 08/28/19 080619 INV 496.81 1355059 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080619 DEL 14.52 1355059 D N DELIVERY 609.49791.2199 176803 08/28/19 080719 INV 703.00 1355060 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 DEL 7.66 1355060 D N DELIVERY 609.49791.2199 176803 08/28/19 080719 INV 80.00 1355061 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 DEL 2.42 1355061 D N DELIVERY 609.49791.2199 176803 08/28/19 080719 INV 270.00 1355062 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 DEL 4.23 1355062 D N DELIVERY 609.49791.2199 176803 08/28/19 080719 INV 471.25 1355063 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 DEL 7.26 1355063 D N DELIVERY 609.49791.2199 176803 08/28/19 080719 INV 60.00 1355066 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 DEL 2.42 1355066 D N DELIVERY 609.49791.2199 176803 08/28/19 080719 INV 380.00 1355068 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 DEL 7.26 1355068 D N DELIVERY 609.49791.2199 176803 08/28/19 080719 DEL 2.42 1355069 D N DELIVERY 609.49792.2199 176803 08/28/19 080719 INV 261.00 1355070 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 DEL 3.63 1355070 D N DELIVERY 609.49793.2199 176803 08/28/19 080719 INV 261.00 1355071 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 DEL 3.63 1355071 D N DELIVERY 609.49792.2199 176803 08/28/19 080719 INV 703.00 1355072 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 DEL 7.66 1355072 D N DELIVERY 609.49792.2199 176803 08/28/19 080719 INV 270.00 1355073 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 DEL 4.23 1355073 D N DELIVERY 609.49792.2199 176803 08/28/19 080719 INV 647.20 1355075 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 DEL 9.68 1355075 D N DELIVERY 609.49792.2199 176803 08/28/19 080719 INV 684.81 1355076 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 DEL 19.36 1355076 D N DELIVERY 609.49792.2199 176803 08/28/19 080719 INV 22.99 1355077 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 INV 1,296.41 1355078 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080719 DEL 20.57 1355078 D N DELIVERY 609.49792.2199 176803 08/28/19 080819 INV 2,007.00 1357310 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080819 DEL 39.93 1357310 D N DELIVERY 609.49791.2199 176803 08/28/19 080819 INV 620.75 1357311 D N INVENTORY - LIQU 609.00.14500 176803 08/28/19 080819 DEL 7.26 1357311 D N DELIVERY 609.49792.2199 31,642.40 *CHECK TOTAL 176900 09/04/19 081319 INV 216.00 1359410 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 2.42 1359410 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 INV 564.96 1359411 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 13.31 1359411 D N DELIVERY 609.49792.2199 176900 09/04/19 081319 INV 1,608.70 1359412 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 13.31 1359412 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 DEL 2.42 1359413 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 DEL 1.21 1359414 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 1,260.00 1359415 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 6.05 1359415 D N DELIVERY 609.49791.2199 184 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 16 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT JOHNSON BROS. LIQUOR CO. 003550 176900 09/04/19 081319 INV 38.26 1359417 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 1.21 1359417 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 INV 324.00 1359418 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 4.84 1359418 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 INV 387.60 1359419 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 6.05 1359419 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 INV 82.75 1359420 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 1.21 1359420 D N DELIVERY 609.49792.2199 176900 09/04/19 081319 INV 786.91 1359421 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 14.52 1359421 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 DEL 0.61 1359423 D N DELIVERY 609.49792.2199 176900 09/04/19 081319 INV 90.61 1359426 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 1.21 1359426 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 INV 1,138.00 1359427 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 8.47 1359427 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 INV 500.00 1359428 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 4.84 1359428 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 INV 100.12 1359429 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.41 1359429 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 INV 67.09 1359430 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.50 1359430 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 INV 67.87 1359431 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.19 1359431 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 INV 254.52 1359432 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 1.40 1359432 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 INV 83.61 1359433 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.70 1359433 D N DELIVERY 609.49791.2199 176900 09/04/19 081319 INV 1,983.00 1359434 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 18.15 1359434 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 1,643.75 1359435 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 13.31 1359435 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 DEL 3.63 1359436 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 470.00 1359437 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 6.05 1359437 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 169.90 1359438 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 6.05 1359438 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 57.00 1359439 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 1.21 1359439 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 90.61 1359440 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 1.21 1359440 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 310.67 1359443 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 3.63 1359443 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 60.18 1359444 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 2.42 1359444 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 100.12 1359445 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.41 1359445 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 67.09 1359446 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.50 1359446 D N DELIVERY 609.49793.2199 185 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 17 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT JOHNSON BROS. LIQUOR CO. 003550 176900 09/04/19 081319 INV 67.87 1359447 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.19 1359447 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 163.95 1359448 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.41 1359448 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 178.52 1359449 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.90 1359449 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 254.52 1359450 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 1.40 1359450 D N DELIVERY 609.49793.2199 176900 09/04/19 081319 INV 497.71 1359451 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 16.94 1359451 D N DELIVERY 609.49792.2199 176900 09/04/19 081319 INV 1,260.00 1359452 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 6.05 1359452 D N DELIVERY 609.49792.2199 176900 09/04/19 081319 INV 64.00 1359453 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 1.21 1359453 D N DELIVERY 609.49792.2199 176900 09/04/19 081319 INV 1,013.29 1359455 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081318 DEL 9.68 1359455 D N DELIVERY 609.49792.2199 176900 09/04/19 081319 INV 925.00 1359456 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 6.05 1359456 D N DELIVERY 609.49792.2199 176900 09/04/19 081319 INV 83.50 1359457 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.61 1359457 D N DELIVERY 609.49792.2199 176900 09/04/19 081319 INV 100.12 1359459 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.41 1359459 D N DELIVERY 609.49792.2199 176900 09/04/19 081319 INV 67.09 1359460 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.50 1359460 D N DELIVERY 609.49792.2199 176900 09/04/19 081319 INV 67.87 1359461 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.19 1359461 D N DELIVERY 609.49792.2199 176900 09/04/19 081319 INV 163.95 1359462 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.41 1359462 D N DELIVERY 609.49792.2199 176900 09/04/19 081319 INV 83.61 1359463 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081319 DEL 0.70 1359463 D N DELIVERY 609.49792.2199 176900 09/04/19 081419 INV 600.00 1360507 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081419 DEL 7.26 1360507 D N DELIVERY 609.49791.2199 176900 09/04/19 081419 INV 376.18 1360508 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081419 DEL 10.89 1360508 D N DELIVERY 609.49791.2199 176900 09/04/19 081419 INV 280.00 1360509 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081419 DEL 15.73 1360509 D N DELIVERY 609.49791.2199 176900 09/04/19 081419 INV 898.10 1360510 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081419 DEL 13.31 1360510 D N DELIVERY 609.49791.2199 176900 09/04/19 081419 INV 898.10 1360511 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081419 DEL 13.31 1360511 D N DELIVERY 609.49793.2199 176900 09/04/19 081419 INV 338.27 1360512 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081419 DEL 4.84 1360512 D N DELIVERY 609.49792.2199 176900 09/04/19 081419 INV 428.20 1360513 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081419 DEL 12.10 1360513 D N DELIVERY 609.49792.2199 176900 09/04/19 081419 INV 898.10 1360514 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081419 DEL 13.31 1360514 D N DELIVERY 609.49792.2199 176900 09/04/19 081519 INV 159.00CR 561862 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081519 DEL 1.21CR 561862 D N DELIVERY 609.49791.2199 186 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 18 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT JOHNSON BROS. LIQUOR CO. 003550 176900 09/04/19 081519 INV 223.85CR 561864 D N INVENTORY - LIQU 609.00.14500 176900 09/04/19 081519 DEL 1.21CR 561864 D N DELIVERY 609.49792.2199 22,123.85 *CHECK TOTAL VENDOR TOTAL 53,766.25 JUNKYARD BREWING COMPANY 027190 176804 08/28/19 072919 INV 175.00 000681 D N INVENTORY - LIQU 609.00.14500 176804 08/28/19 072919 DEL 13.00 000681 D N DELIVERY 609.49791.2199 176804 08/28/19 080119 INV 175.00 000708 D N INVENTORY - LIQU 609.00.14500 176804 08/28/19 080119 DEL 13.00 000708 D N DELIVERY 609.49791.2199 376.00 *CHECK TOTAL 176901 09/04/19 081319 INV 175.00 000767 D N INVENTORY - LIQU 609.00.14500 176901 09/04/19 081319 DEL 13.00 000767 D N DELIVERY 609.49791.2199 188.00 *CHECK TOTAL VENDOR TOTAL 564.00 KENNEDY & GRAVEN 003290 176805 08/28/19 COMP CERT-4133 2ND 242.00 149436 000509 P D M 07 EXPERT & PROFESS 376.46800.3050 176805 08/28/19 LGL SER-3989 CENTRAL 2,852.75 149436 000509 P D M 07 EXPERT & PROFESS 408.46416.3050 3,094.75 *CHECK TOTAL VENDOR TOTAL 3,094.75 KIWANIS COLUMBIA HTS-FRI 001140 176806 08/28/19 SCRAP METAL REBATE 194.18 080919 066355 F D N PROGRAM ACTIVITI 603.49530.4200 176806 08/28/19 USED OIL REBATE 18.00 080919 066355 F D N PROGRAM ACTIVITI 603.49530.4200 176806 08/28/19 RECYCLING CENTER REBATE 89.00 110818 064972 F D N PROGRAM ACTIVITI 603.49530.4200 301.18 *CHECK TOTAL VENDOR TOTAL 301.18 LAW ENFORCEMENT TARGETS 000013 176902 09/04/19 FANGE EAR MUFFS 319.40 0425043-IN 066397 F D N PROTECTIVE CLOTH 101.42100.2173 LOE'S OIL COMPANY INC 099144 176903 09/04/19 ANTI FRZ,OIL FLTR DISP 35.00 82000 D N EXPERT & PROFESS 603.49530.3050 176903 09/04/19 ANTI-FREEZE DISPOSAL 20.00 82001 D N EXPERT & PROFESS 701.49950.3050 55.00 *CHECK TOTAL VENDOR TOTAL 55.00 LUCID BREWING LLC 021490 176807 08/28/19 080619 INV 50.00 4915 D N INVENTORY - LIQU 609.00.14500 LUPULIN BREWING CO 025785 176808 08/28/19 072419 INV 72.00 22500 D N INVENTORY - LIQU 609.00.14500 176808 08/28/19 080719 INV 72.00 22824 D N INVENTORY - LIQU 609.00.14500 144.00 *CHECK TOTAL 187 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 19 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT LUPULIN BREWING CO 025785 176904 09/04/19 081919 INV 115.00 23069 D N INVENTORY - LIQU 609.00.14500 176904 09/04/19 081219 INV 14.17CR 557579 D N INVENTORY - LIQU 609.00.14500 100.83 *CHECK TOTAL VENDOR TOTAL 244.83 MAC QUEEN EQUIPMENT CO I 004365 176905 09/04/19 HOSE MENDER #0101 167.15 P21727 066400 F D N GARAGE INVENTORY 701.00.14120 176905 09/04/19 SWIVEL JOINT #0101 378.61 P21753 066400 F D N GARAGE INVENTORY 701.00.14120 545.76 *CHECK TOTAL VENDOR TOTAL 545.76 MAGNACHARGE BATTERY USA 024955 176906 09/04/19 12V BATTERY #3716 272.27 M04692 066399 F D N GARAGE INVENTORY 701.00.14120 MANSFIELD OIL COMPANY 023130 176809 08/28/19 2997 GAL UNLEADED FUEL 5,965.84 21414173 065307 P D N FUEL INVENTORY 701.00.14110 176809 08/28/19 1005 GAL DYED DIESEL 2,466.39 21414193 065307 P D N FUEL INVENTORY 701.00.14110 8,432.23 *CHECK TOTAL VENDOR TOTAL 8,432.23 MARCO, INC 008590 176810 08/28/19 PTRMAINT 081519-091419 33.90 INV6651500 002763 F D N REPAIR & MAINT. 240.45500.4000 176810 08/28/19 PTROVERAGE 051519-081419 455.64 INV6651500 002763 F D N REPAIR & MAINT. 240.45500.4000 176810 08/28/19 CPYMAINT 081519-091419 82.56 INV6659191 002763 F D N REPAIR & MAINT. 240.45500.4000 176810 08/28/19 CPYOVERAGE 071519-081419 33.43 INV6659191 002763 F D N REPAIR & MAINT. 240.45500.4000 605.53 *CHECK TOTAL 176907 09/04/19 STATE USE TAX 58.83CR INV6685511 066243 F D N STATE USE TAX 101.00.20815 176907 09/04/19 2 CAMERAS HL 914.58 INV6685511 066243 F D N COMPUTER EQUIPME 609.49793.2011 855.75 *CHECK TOTAL VENDOR TOTAL 1,461.28 MARIE RIDGEWAY LICSW LLC 027350 176908 09/04/19 CONSULTING SVC 0719 150.00 338 002930 P D M 07 EXPERT & PROFESS 101.42100.3050 MARTIN-MCALLISTER INC 010520 176811 08/28/19 PSYCH EVALS KY AND TB 1,100.00 12512 066375 F D M 06 EXPERT & PROFESS 101.42100.3050 MCDONALD DISTRIBUTING CO 021350 176812 08/28/19 081419 INV 224.00 15070133 D N INVENTORY - LIQU 609.00.14500 176909 09/04/19 030719 INV 538.50 481916 D N INVENTORY - LIQU 609.00.14500 176909 09/04/19 032619 INV 480.00 484248 D N INVENTORY - LIQU 609.00.14500 176909 09/04/19 032919 INV 75.00CR 484788 D N INVENTORY - LIQU 609.00.14500 176909 09/04/19 032919 INV 328.00 484793 D N INVENTORY - LIQU 609.00.14500 176909 09/04/19 040319 INV 630.00 485211 D N INVENTORY - LIQU 609.00.14500 176909 09/04/19 060519 INV 82.00 493616 D N INVENTORY - LIQU 609.00.14500 1,983.50 *CHECK TOTAL VENDOR TOTAL 2,207.50 188 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 20 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT MENARDS CASHWAY LUMBER-F 004550 176813 08/28/19 35 CS WATER MTGS/EVENTS 87.15 15145 066304 F D N FOOD SUPPLIES 101.42100.2175 176813 08/28/19 STAKES,FERTILIZER 11.76 16316 080219 P D N GENERAL SUPPLIES 101.45200.2171 176813 08/28/19 STAKES,PLANT TIE 12.93 16466 080519 P D N GENERAL SUPPLIES 101.45200.2171 176813 08/28/19 FLEX SEAL TAPE & SPRAY 18.87 16530 080619 P D N GENERAL SUPPLIES 601.49430.2171 176813 08/28/19 EDGING,STAKES,POLYWEB 87.93 16846 066356 F D N MAINT. & CONSTRU 601.49430.2160 176813 08/28/19 LUMBER,DRILL BIT 13.06 16903 081319 P D N GENERAL SUPPLIES 101.45200.2171 231.70 *CHECK TOTAL 176910 09/04/19 DOOR HANDLE,10 AMP PLUG 26.54 16934 066401 F D N GENERAL SUPPLIES 101.43121.2171 176910 09/04/19 DOOR HANDLE,10 AMP PLUG 26.54 16935 066401 F D N GENERAL SUPPLIES 101.43121.2171 176910 09/04/19 NITRILE GLOVES,ADAPTOR 19.12 17134 081619 P D N GENERAL SUPPLIES 101.45200.2171 176910 09/04/19 TRINECTOR,PENCIL,BRUSH 11.51 17140 081619 P D N GENERAL SUPPLIES 101.42200.2171 176910 09/04/19 LANDSCAPE BLOCK 5.98 17305 082019 P D N GENERAL SUPPLIES 212.43190.2171 176910 09/04/19 NOZZLE,FERTILIZER,VALVE 16.47 17465 082319 P D N GENERAL SUPPLIES 101.45200.2171 176910 09/04/19 RETURN TRINECTOR 6.43CR 17529 082419 P D N GENERAL SUPPLIES 101.42200.2171 176910 09/04/19 SURGE PROTECTOR 7.99 17530 082419 P D N GENERAL SUPPLIES 101.42200.2171 107.72 *CHECK TOTAL VENDOR TOTAL 339.42 METRO WELDING SUPPLY 006385 176814 08/28/19 OXYGEN,WHITE PAINT MRKR 55.00 184241 066374 F D N GENERAL SUPPLIES 701.49950.2171 176814 08/28/19 TORCH KIT 350.00 184242 066374 F D N MINOR EQUIPMENT 701.49950.2010 405.00 *CHECK TOTAL VENDOR TOTAL 405.00 MIDWAY FORD 001475 176815 08/28/19 BALL JOINTS #0234 277.34 382865 066357 F D N GARAGE INVENTORY 701.00.14120 176911 09/04/19 FILTERS-INVENTORY 166.12 384517 D N GARAGE INVENTORY 701.00.14120 VENDOR TOTAL 443.46 MIDWEST TAPE 001575 176816 08/28/19 MUSIC CDS (ADULT) 39.17 97657269 065996 F D N COMPACT DISCS 240.45500.2185 176816 08/28/19 MUSIC CDS (ADULT) 11.99 97668245 065996 F D N COMPACT DISCS 240.45500.2185 176816 08/28/19 AUDIOBOOKS (YOUTH) 124.96 97668247 066115 P D N COMPACT DISCS 240.45500.2185 176816 08/28/19 AUDIOBOOKS (ADULT) 382.90 97714746 066204 F D N COMPACT DISCS 240.45500.2185 176816 08/28/19 AUDIOBOOKS (ADULT) 29.99 97750784 066204 F D N COMPACT DISCS 240.45500.2185 176816 08/28/19 AUDIOBOOKS (ADULT) 79.98 97779354 066204 F D N COMPACT DISCS 240.45500.2185 176816 08/28/19 DVDS (YOUTH) 317.06 97779356 066289 P D N DVD 240.45500.2189 986.05 *CHECK TOTAL VENDOR TOTAL 986.05 MILK AND HONEY LLC 026440 176912 09/04/19 081519 INV 222.00 5524 D N INVENTORY - LIQU 609.00.14500 MINNEAPOLIS SAW CO INC 004935 176817 08/28/19 TOP HANDLE CHAIN SAW 314.95 90112 066358 F D N MINOR EQUIPMENT 101.46102.2010 189 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 21 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT MINNESOTA HOME VENTURE .00150 176818 08/28/19 FINAL/REFUND 562 HUSET 345.72 120817 D N REFUND PAYABLE 601.00.20120 MINNESOTA LIBRARY ASSOC. 005000 176819 08/28/19 MLA CONFERENCE O'BRIEN 225.00 200004777 091919 F D N TRAINING & EDUC 240.45500.3105 MINNESOTA PLAYGROUND INC 099826 176913 09/04/19 GRILLS,CHAINS 2,797.78 2019347 066276 F D N MINOR EQUIPMENT 101.45200.2010 MINNESOTA ROADWAYS 098875 176820 08/28/19 ASPAHLT EMULSION 128.50 108733 065841 P D N MAINT. & CONSTRU 101.43121.2160 176914 09/04/19 ASPAHLT EMULSION 128.50 89134 065841 P D N MAINT. & CONSTRU 101.43121.2160 VENDOR TOTAL 257.00 MN DEPT OF HEALTH 004090 176821 08/28/19 070119-093019 CONN FE 10,533.00 081319 144383 P D N I TAXES & LICENSES 601.49430.4390 MN HOME VENTURE .00046 176822 08/28/19 FINAL/REFUND 4904 JEFFER 83.10 022618 D N REFUND PAYABLE 601.00.20120 MN WOMEN IN CITY GOVERNM 025955 176823 08/28/19 MEMBERSHIP D.SCHMITT 25.00 081919 D N SUBSCRIPTION, ME 101.41110.4330 MODIST BREWING CO LLC 025305 176824 08/28/19 072519 INV 138.25 E-6730 D N INVENTORY - LIQU 609.00.14500 NEOPOST INC 099197 176915 09/04/19 POSTG LEASE061619-091519 543.87 N7868823 002595 P D N POSTAGE 101.41940.3220 176915 09/04/19 POSTG LEASE061619-091519 75.00 N7868823 002594 P D N REPAIR & MAINT. 101.41940.4000 176915 09/04/19 POSTG LEASE061619-091519 95.79 N7868823 002594 P D N RENTS & LEASES 101.41940.4100 176915 09/04/19 POSTG LEASE061619-091519 114.99 N7868823 002594 P D N REPAIR & MAINT. 601.49440.4000 176915 09/04/19 POSTG LEASE061619-091519 129.99 N7868823 002594 P D N RENTS & LEASES 601.49440.4100 176915 09/04/19 POSTG LEASE061619-091519 114.99 N7868823 002594 P D N REPAIR & MAINT. 602.49490.4000 176915 09/04/19 POSTG LEASE061619-091519 129.99 N7868823 002594 P D N RENTS & LEASES 602.49490.4100 176915 09/04/19 POSTG LEASE061619-091519 57.51 N7868823 002594 P D N REPAIR & MAINT. 603.49520.4000 176915 09/04/19 POSTG LEASE061619-091519 65.01 N7868823 002594 P D N RENTS & LEASES 603.49520.4100 176915 09/04/19 POSTG LEASE061619-091519 57.51 N7868823 002594 P D N REPAIR & MAINT. 603.49530.4000 176915 09/04/19 POSTG LEASE061619-091519 65.01 N7868823 002594 P D N RENTS & LEASES 603.49530.4100 1,449.66 *CHECK TOTAL VENDOR TOTAL 1,449.66 NORTHERN SAFETY TECHNOLO 027280 176825 08/28/19 REPAIR TOUGHBOOK 96.06 48638 066332 F D N REPAIR & MAINT. 101.42100.4000 NOTT COMPANY INC 027335 176826 08/28/19 RUBBER BELTING #0330 180.00 3591210-00 066364 F D N GARAGE INVENTORY 701.00.14120 190 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 22 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT NYSTROM PUBLISHING COMPA 009465 176916 09/04/19 PRINT NEWSLTR FALL19 4,137.18 42202 065474 P D N NEWSLETTER 101.45050.3440 OFFICE DEPOT 021605 176827 08/28/19 COPY PAPER 116.97 339571207001 066377 F D N OFFICE SUPPLIES 101.42100.2000 176827 08/28/19 FAX TONER 161.48 339571207001 066377 F D N COMPUTER SUPPLIE 101.42100.2020 176827 08/28/19 ENV,STAPLER,TAPE DISP 12.14 359289868001 066336 F D N OFFICE SUPPLIES 101.41320.2000 176827 08/28/19 CORK BOARD,FILE SORTER 51.98 359289868001 066336 F D N GENERAL SUPPLIES 101.41320.2171 176827 08/28/19 TAPE 6.54 359289868001 066336 F D N OFFICE SUPPLIES 101.41940.2000 176827 08/28/19 WASTEBASKETS 13.00 359289868001 066336 F D N GENERAL SUPPLIES 101.41940.2171 176827 08/28/19 GARBAGE BAGS,TOWELS 64.63 361847308001 066359 F D N GENERAL SUPPLIES 609.49791.2171 176827 08/28/19 GARBAGE BAGS 48.69 361847308001 066359 F D N GENERAL SUPPLIES 609.49792.2171 176827 08/28/19 GARBAGE BAGS 30.83 361847308001 066359 F D N GENERAL SUPPLIES 609.49793.2171 176827 08/28/19 6.875 TAX RATE ADJ 0.34CR 361847308001 D N GENERAL SUPPLIES 609.49793.2171 176827 08/28/19 PAPER,PENS,MEMO BOOKS 113.52 362545126001 066376 F D N OFFICE SUPPLIES 101.42100.2000 619.44 *CHECK TOTAL VENDOR TOTAL 619.44 OLIPHANT BREWING LLC 025640 176917 09/04/19 081519 INV 215.00 3268 D N INVENTORY - LIQU 609.00.14500 OMNI BREWING COMPANY, LL 026545 176828 08/28/19 073019 INV 207.00 E-5119 D N INVENTORY - LIQU 609.00.14500 ON SITE SANITATION INC 099735 176829 08/28/19 SATELLITE RENT-HUSET 199.00 0000800340 002924 P D N RENTS & LEASES 101.45200.4100 176829 08/28/19 SATELLITE RENT-MCKENNA 58.00 0000800341 002924 P D N RENTS & LEASES 101.45200.4100 176829 08/28/19 SATELLITE RENT-SULLIVAN 130.00 0000800342 002924 P D N RENTS & LEASES 101.45200.4100 176829 08/28/19 SATELLITE RENT-KEYES 58.00 0000800343 002924 P D N RENTS & LEASES 101.45200.4100 176829 08/28/19 SATELLITE RENT-LABELLE 58.00 0000800344 002924 P D N RENTS & LEASES 101.45200.4100 176829 08/28/19 SATELLITE RENT-GAUVITTE 58.00 0000800345 002924 P D N RENTS & LEASES 101.45200.4100 176829 08/28/19 SATELLITE RENT-MCKINLEY 58.00 0000800346 002924 P D N RENTS & LEASES 101.45200.4100 176829 08/28/19 SATELLITE RENT-RAMSDELL 199.00 0000800347 002924 P D N RENTS & LEASES 101.45200.4100 176829 08/28/19 SATELLITE RENT-SILVER LK 199.00 0000800348 002924 P D N RENTS & LEASES 101.45200.4100 176829 08/28/19 SATELLITE RENT-HUSET 113.00 0000800349 002924 P D N RENTS & LEASES 101.45200.4100 176829 08/28/19 SATELLITE RENT-HUSET 312.00 0000800350 002924 P D N RENTS & LEASES 101.45200.4100 176829 08/28/19 SATELLITE RENT MCKENNA 116.00 0000800351 065770 P D N RENTS & LEASES 101.45129.4100 176829 08/28/19 SATELLITE RENT HUSET 232.00 0000806369 065714 F D N RENTS & LEASES 101.45129.4100 1,790.00 *CHECK TOTAL VENDOR TOTAL 1,790.00 ORKIN INC 002850 176830 08/28/19 PEST CONTROL LIB 080819 101.55 183504653 001564 F D N REPAIR & MAINT. 240.45500.4000 PHILLIPS WINE & SPIRITS 004810 176831 08/28/19 080619 INV 430.80 2599586 D N INVENTORY - LIQU 609.00.14500 176831 08/28/19 080619 DEL 5.45 2599586 D N DELIVERY 609.49791.2199 176831 08/28/19 080619 INV 190.00 2599587 D N INVENTORY - LIQU 609.00.14500 176831 08/28/19 080619 DEL 2.42 2599587 D N DELIVERY 609.49793.2199 191 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 23 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT PHILLIPS WINE & SPIRITS 004810 176831 08/28/19 080619 INV 144.00 2599588 D N INVENTORY - LIQU 609.00.14500 176831 08/28/19 080619 DEL 6.05 2599588 D N DELIVERY 609.49792.2199 176831 08/28/19 080619 INV 493.00 2599589 D N INVENTORY - LIQU 609.00.14500 176831 08/28/19 080619 DEL 3.63 2599589 D N DELIVERY 609.49792.2199 176831 08/28/19 080719 INV 141.25 2600506 D N INVENTORY - LIQU 609.00.14500 176831 08/28/19 080719 DEL 6.05 2600506 D N DELIVERY 609.49791.2199 176831 08/28/19 080819 INV 252.00 2601592 D N INVENTORY - LIQU 609.00.14500 176831 08/28/19 080819 DEL 9.68 2601592 D N DELIVERY 609.49793.2199 176831 08/28/19 080819 INV 85.65CR 340158 D N INVENTORY - LIQU 609.00.14500 176831 08/28/19 080819 DEL 1.21CR 340158 D N DELIVERY 609.49791.2199 1,597.47 *CHECK TOTAL 176918 09/04/19 081319 INV 85.65 2603729 D N INVENTORY - LIQU 609.00.14500 176918 09/04/19 081319 DEL 1.21 2603729 D N DELIVERY 609.49791.2199 176918 09/04/19 081319 INV 547.00 2603730 D N INVENTORY - LIQU 609.00.14500 176918 09/04/19 081319 DEL 5.45 2603730 D N DELIVERY 609.49793.2199 176918 09/04/19 081319 INV 113.50 2603731 D N INVENTORY - LIQU 609.00.14500 176918 09/04/19 081319 DEL 1.21 2603731 D N DELIVERY 609.49792.2199 176918 09/04/19 081319 INV 118.00 2603732 D N INVENTORY - LIQU 609.00.14500 176918 09/04/19 081319 DEL 2.42 2603732 D N DELIVERY 609.49792.2199 874.44 *CHECK TOTAL VENDOR TOTAL 2,471.91 PIONEER ATHLETICS 022085 176919 09/04/19 BRITE STRIPE WHITE PAINT 832.50 INV731812 066246 F D N GENERAL SUPPLIES 101.45200.2171 POLLARD 098854 176920 09/04/19 FREIGHT CREDIT 100.00CR CMF144143 066403 F D N MINOR EQUIPMENT 602.49450.2010 176920 09/04/19 MANHOLE ROLLER GUIDE 211.65 0144146 066403 F D N MINOR EQUIPMENT 602.49450.2010 111.65 *CHECK TOTAL VENDOR TOTAL 111.65 POSTMASTER 007040 176921 09/04/19 PERMIT #2793 1,200.00 082819 066436 F D N POSTAGE 601.49440.3220 176921 09/04/19 PERMIT #2793 1,200.00 082819 066436 F D N POSTAGE 602.49490.3220 176921 09/04/19 PERMIT #2793 600.00 082819 066436 F D N POSTAGE 603.49520.3220 176921 09/04/19 PERMIT #2793 600.00 082819 066436 F D N POSTAGE 603.49530.3220 3,600.00 *CHECK TOTAL VENDOR TOTAL 3,600.00 POWELL/SANDRA MARY .00497 176832 08/28/19 REFUND FINE OVERPAYMENT 20.00 080619 D N OTHER MISC. REVE 240.00.36290 PRAIRIE RESTORATIONS INC 021415 176833 08/28/19 MOW,VEGT MGMT 070319 275.00 20001 065404 P D N BUILDING MAINT:C 101.42100.4020 176833 08/28/19 MOW,VEGT MGMT 070319 275.00 20001 065404 P D N BUILDING MAINT:C 101.42200.4020 550.00 *CHECK TOTAL VENDOR TOTAL 550.00 192 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 24 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT PRYES BREWING COMPANY LL 026805 176834 08/28/19 073119 INV 875.00 I-6928 D N INVENTORY - LIQU 609.00.14500 176834 08/28/19 073119 INV 80.00CR I-6928 D N INVENTORY - LIQU 609.00.14500 176834 08/28/19 080119 INV 80.00 I-7080 D N INVENTORY - LIQU 609.00.14500 875.00 *CHECK TOTAL 176922 09/04/19 081519 INV 490.00 I-7327 D N INVENTORY - LIQU 609.00.14500 VENDOR TOTAL 1,365.00 RAM/SWANA 023345 176923 09/04/19 MBRSHP 1019-1020 DAVIES 300.00 510240 066416 F D N SUBSCRIPTION, ME 603.49530.4330 RDO EQUIPMENT 007825 176924 09/04/19 DOOR BUMPER #0050 20.24 P16674 D N GARAGE INVENTORY 701.00.14120 RED BULL DISTRIBUTION CO 024620 176835 08/28/19 081519 INV 268.00 K-61672708 D N INVENTORY - LIQU 609.00.14500 RESPEC INC 024140 176925 09/04/19 2ND QTR 2019 FULCRUM 76.50 INV-0819-014 066417 F D N COMPUTER EQUIPME 101.43170.2011 176925 09/04/19 2ND QTR 2019 FULCRUM 76.50 INV-0819-014 066417 F D N COMPUTER EQUIPME 101.46102.2011 153.00 *CHECK TOTAL VENDOR TOTAL 153.00 ROBLES/IMEDLA .00123 176836 08/28/19 FINAL/REFUND 4219 JEFFER 31.23 060818 D N REFUND PAYABLE 601.00.20120 ROHN INDUSTRIES INC 025250 176837 08/28/19 SHREDDING 080519 15.00 507840 D N REPAIR & MAINT. 101.41410.4000 ROYAL TIRE 003400 176838 08/28/19 TIRES #0214 186.40 303-176328 066378 F D N GARAGE INVENTORY 701.00.14120 RUFFRIDGE-JOHNSON EQUIP. 006325 176839 08/28/19 GAS SPRINGS #0010 128.62 IA14635 066379 F D N GARAGE INVENTORY 701.00.14120 SACKIE/SAYBAH .03555 176840 08/28/19 REFUND TAX DAMAGE 33.26 110657 092317 P D N STATE SALES TAX 101.00.20810 176840 08/28/19 REFUND TAX ON SECURITY 2.85 110657 092317 P D N STATE SALES TAX 101.00.20810 176840 08/28/19 TAX ON LATE FEE 5.70CR 110657 092317 P D N STATE SALES TAX 101.00.20810 176840 08/28/19 TAX ON FIRE ALARM GLASS 0.71CR 110657 092317 P D N STATE SALES TAX 101.00.20810 176840 08/28/19 TAX ON STAFF TIME 5.34CR 110657 092317 F D N STATE SALES TAX 101.00.20810 176840 08/28/19 REFUND DAMAGE DEPOSIT 466.74 110657 092317 F D N HALL RENTS 101.00.34781 176840 08/28/19 REFUND SECURITY 40.02 110657 092317 P D N HALL RENTS 101.00.34781 176840 08/28/19 LATE RENTAL FEE AFTER 1 80.00CR 110657 092317 P D N HALL RENTS 101.00.34781 176840 08/28/19 FIRE ALARM REPLACEMENT 10.00CR 110657 092317 P D N HALL RENTS 101.00.34781 176840 08/28/19 3 HRS STAFF CLEANING 75.00CR 110657 092317 P D N HALL RENTS 101.00.34781 366.12 *CHECK TOTAL VENDOR TOTAL 366.12 193 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 25 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT SARNA'S RESTAURANT INC 099310 176841 08/28/19 VOLUNTEER GIFT CARDS 320.00 081519 066250 F D N VOLUNTEER RECOGN 101.45001.4375 SEWER EQUIPMENT CO OF AM 027235 176842 08/28/19 HOSE REEL,SPROCKET #01 5,768.57 0000174312 066117 F D N GARAGE INVENTORY 701.00.14120 SHI INC 098891 176843 08/28/19 REMOTE ACCESS 356.00 B10214620 066103 F D N COMPUTER EQUIPME 101.42100.2011 176843 08/28/19 REMOTE ACCESS 267.00 B10214620 066103 F D N COMPUTER EQUIPME 720.49980.2011 176843 08/28/19 WIN 10 PRO UPGRADE 375.00 B10323929 066208 F D N COMPUTER EQUIPME 720.49980.2011 998.00 *CHECK TOTAL VENDOR TOTAL 998.00 SMALL LOT MN 022045 176844 08/28/19 081519 INV 399.96 MN30865 D N INVENTORY - LIQU 609.00.14500 176844 08/28/19 081519 DEL 6.15 MN30865 D N DELIVERY 609.49791.2199 406.11 *CHECK TOTAL VENDOR TOTAL 406.11 SOUTHERN GLAZER'S 020261 176845 08/28/19 080819 INV 2,363.90 1852248 D N INVENTORY - LIQU 609.00.14500 176845 08/28/19 080819 DEL 37.76 1852248 D N DELIVERY 609.49791.2199 176845 08/28/19 081519 INV 313.49 1854855 D N INVENTORY - LIQU 609.00.14500 176845 08/28/19 081519 DEL 1.92 1854855 D N DELIVERY 609.49791.2199 176845 08/28/19 081519 INV 188.75 1854856 D N INVENTORY - LIQU 609.00.14500 176845 08/28/19 081519 DEL 1.28 1854856 D N DELIVERY 609.49791.2199 176845 08/28/19 081519 INV 171.00 1854857 D N INVENTORY - LIQU 609.00.14500 176845 08/28/19 081519 DEL 1.28 1854857 D N DELIVERY 609.49791.2199 176845 08/28/19 081519 INV 1,213.50 1854858 D N INVENTORY - LIQU 609.00.14500 176845 08/28/19 081519 DEL 8.96 1854858 D N DELIVERY 609.49791.2199 176845 08/28/19 081519 INV 812.50 1854859 D N INVENTORY - LIQU 609.00.14500 176845 08/28/19 081519 DEL 14.08 1854859 D N DELIVERY 609.49791.2199 176845 08/28/19 081519 INV 3,102.00 1854866 D N INVENTORY - LIQU 609.00.14500 176845 08/28/19 081519 DEL 75.52 1854866 D N DELIVERY 609.49791.2199 176845 08/28/19 081519 INV 188.75 1854867 D N INVENTORY - LIQU 609.00.14500 176845 08/28/19 081519 DEL 1.28 1854867 D N DELIVERY 609.49792.2199 176845 08/28/19 081519 INV 306.38 1854868 D N INVENTORY - LIQU 609.00.14500 176845 08/28/19 081519 DEL 7.68 1854868 D N DELIVERY 609.49792.2199 176845 08/28/19 081519 INV 316.19 1854869 D N INVENTORY - LIQU 609.00.14500 176845 08/28/19 081519 DEL 3.84 1854869 D N DELIVERY 609.49792.2199 176845 08/28/19 081519 INV 2,564.75 1855027 D N INVENTORY - LIQU 609.00.14500 176845 08/28/19 081519 DEL 42.24 1855027 D N DELIVERY 609.49793.2199 176845 08/28/19 081519 INV 380.29 1855028 D N INVENTORY - LIQU 609.00.14500 176845 08/28/19 081519 DEL 8.96 1855028 D N DELIVERY 609.49793.2199 12,126.30 *CHECK TOTAL 176926 09/04/19 073119 INV 1,404.46 1849601 D N INVENTORY - LIQU 609.00.14500 176926 09/04/19 073119 DEL 33.28 1849601 D N DELIVERY 609.49792.2199 194 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 26 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT SOUTHERN GLAZER'S 020261 176926 09/04/19 081519 INV 746.00 1854860 D N INVENTORY - LIQU 609.00.14500 176926 09/04/19 081519 DEL 6.40 1854860 D N DELIVERY 609.49791.2199 176926 09/04/19 081519 INV 746.00 1854861 D N INVENTORY - LIQU 609.00.14500 176926 09/04/19 081519 DEL 6.40 1854861 D N DELIVERY 609.49791.2199 176926 09/04/19 081519 INV 746.00 1854862 D N INVENTORY - LIQU 609.00.14500 176926 09/04/19 081519 DEL 6.40 1854862 D N DELIVERY 609.49791.2199 176926 09/04/19 081519 INV 247.50 1854863 D N INVENTORY - LIQU 609.00.14500 176926 09/04/19 081519 DEL 1.39 1854863 D N DELIVERY 609.49791.2199 176926 09/04/19 081519 INV 179.95 1854864 D N INVENTORY - LIQU 609.00.14500 176926 09/04/19 081519 DEL 1.28 1854864 D N DELIVERY 609.49791.2199 176926 09/04/19 081519 INV 126.48 1854865 D N INVENTORY - LIQU 609.00.14500 176926 09/04/19 081519 DEL 0.85 1854865 D N DELIVERY 609.49791.2199 176926 09/04/19 081519 INV 427.45 1854870 D N INVENTORY - LIQU 609.00.14500 176926 09/04/19 081519 DEL 2.67 1854870 D N DELIVERY 609.49792.2199 176926 09/04/19 081519 INV 746.00 1854871 D N INVENTORY - LIQU 609.00.14500 176926 09/04/19 081519 DEL 6.40 1854871 D N DELIVERY 609.49792.2199 176926 09/04/19 081519 INV 746.00 1854872 D N INVENTORY - LIQU 609.00.14500 176926 09/04/19 081519 DEL 6.40 1854872 D N DELIVERY 609.49792.2199 176926 09/04/19 081519 INV 746.00 1854873 D N INVENTORY - LIQU 609.00.14500 176926 09/04/19 081519 DEL 6.40 1854873 D N DELIVERY 609.49792.2199 176926 09/04/19 081519 INV 126.48 1854874 D N INVENTORY - LIQU 609.00.14500 176926 09/04/19 081519 DEL 0.85 1854874 D N DELIVERY 609.49792.2199 176926 09/04/19 081519 INV 1,138.00 1854875 D N INVENTORY - LIQU 609.00.14500 176926 09/04/19 081519 DEL 34.56 1854875 D N DELIVERY 609.49792.2199 8,239.60 *CHECK TOTAL VENDOR TOTAL 20,365.90 STAPLES ADVANTAGE 099071 176846 08/28/19 COPY PAPER,PAPER CLIPS 56.90 3420384132 066249 F D N OFFICE SUPPLIES 101.41940.2000 176846 08/28/19 PEN REFILL 1.89 3420384134 066249 F D N OFFICE SUPPLIES 101.41510.2000 176846 08/28/19 PAPER PADS 9.74 3422477128 066360 F D N OFFICE SUPPLIES 609.49791.2000 176846 08/28/19 KLEENEX,PINE SOL 20.65 3422477128 066360 F D N GENERAL SUPPLIES 609.49791.2171 176846 08/28/19 PAPER PADS 8.25 3422477128 066360 F D N OFFICE SUPPLIES 609.49792.2000 176846 08/28/19 KLEENEX,PINE SOL 20.70 3422477128 066360 F D N GENERAL SUPPLIES 609.49792.2171 176846 08/28/19 KLEENEX 11.71 3422477128 066360 F D N GENERAL SUPPLIES 609.49793.2171 176846 08/28/19 6.875% TAX RATE ADJ 0.17CR 3422477128 D N GENERAL SUPPLIES 609.49793.2171 129.67 *CHECK TOTAL VENDOR TOTAL 129.67 STREICHER'S GUN'S INC/DO 002270 176847 08/28/19 VEST,CARRIER,PLATE NB 1,200.00 I1378838 066309 F D N PROTECTIVE CLOTH 101.42100.2173 176847 08/28/19 PRACTICE AMMO 9MM 420.00 I1380892 066311 F D N TRAINING & INSTR 101.42100.2070 1,620.00 *CHECK TOTAL VENDOR TOTAL 1,620.00 SYLVA CORPORATION INC 026480 176927 09/04/19 SHIPPING 285.00 59748 066381 P D N MAINT. & CONSTRU 101.45200.2160 176927 09/04/19 HARDWOOD MULCH 1,550.00 59748 066381 P D N MAINT. & CONSTRU 212.43190.2160 1,835.00 *CHECK TOTAL 195 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 27 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT SYLVA CORPORATION INC 026480 VENDOR TOTAL 1,835.00 TALKING WATERS BREWING C 027275 176848 08/28/19 080819 INV 240.00 942 D N INVENTORY - LIQU 609.00.14500 THREE RIVERS UMPIRE ASSO 098893 176928 09/04/19 UMPIRES GIRLS SOFTBALL 255.00 082219 065721 F D M 07 EXPERT & PROFESS 101.45005.3050 TRENDS, CYCLES & SWINGS 020500 176929 09/04/19 CHAINSAW BOOTS 100.50 44631 066037 F D N PROTECTIVE CLOTH 101.46102.2173 TRIO SUPPLY COMPANY INC 099518 176849 08/28/19 TOWELS,TISSUES,CLEANER 172.12 547664 066283 F D N GENERAL SUPPLIES 240.45500.2171 TRUGREEN CHEMLAWN 013155 176850 08/28/19 LAWN SVC-RAMSDELL 081319 82.34 108382162 002919 P D M 07 REPAIR & MAINT. 101.45200.4000 UNIQUE MANAGEMENT SERVIC 020320 176851 08/28/19 0719 PLACEMENTS 53.70 556496 002307 F D N EXPERT & PROFESS 240.45500.3050 VERIZON WIRELESS 013270 176852 08/28/19 081019 742128747-00001 490.14 9835868225 065186 P D N OTHER COMMUNICAT 101.42100.3250 WINE MERCHANTS 013940 176930 09/04/19 081519 INV 45.00 7247933 D N INVENTORY - LIQU 609.00.14500 176930 09/04/19 081519 DEL 1.21 7247933 D N DELIVERY 609.49793.2199 176930 09/04/19 081519 INV 3,872.00 7248089 D N INVENTORY - LIQU 609.00.14500 176930 09/04/19 081519 DEL 53.24 7248089 D N DELIVERY 609.49791.2199 3,971.45 *CHECK TOTAL VENDOR TOTAL 3,971.45 WSB & ASSOCIATES INC 099542 176931 09/04/19 WARGO COURT MASTER PLAN 758.50 R-014085-000-3 002926 P D N EXPERT & PROFESS 412.51913.3050 XCEL ENERGY (N S P) 005695 176853 08/28/19 060719 51-4217828-3 12.45 0785588023 D N ELECTRIC 101.42200.3810 176853 08/28/19 060719 51-4217828-3 11.87 0785588058 D N ELECTRIC 101.42200.3810 176853 08/28/19 060719 51-4217828-3 11.87 0785590274 D N ELECTRIC 101.42200.3810 176853 08/28/19 070919 51-4217828-3 12.83 0790451692 D N ELECTRIC 101.42200.3810 176853 08/28/19 070919 51-4217828-3 12.70 0790451728 D N ELECTRIC 101.42200.3810 176853 08/28/19 070919 51-4217828-3 14.21 0790455587 D N ELECTRIC 101.42200.3810 176853 08/28/19 080719 51-4217828-3 12.75 0795296108 D N ELECTRIC 101.42200.3810 176853 08/28/19 080719 51-4217828-3 12.61 0795296288 D N ELECTRIC 101.42200.3810 176853 08/28/19 080719 51-4217828-3 14.04 0795298005 D N ELECTRIC 101.42200.3810 176853 08/28/19 081219 51-4159573-1 61.07 0795919759 D N ELECTRIC 101.43160.3810 176853 08/28/19 081219 SOLAR CREDIT 22.54CR 0795919759 D N ELECTRIC 101.43160.3810 176853 08/28/19 081219 51-4159573-1 71.76 0795919760 D N ELECTRIC 212.43190.3810 176853 08/28/19 081219 SOLAR CREDIT 125.66CR 0795919760 D N ELECTRIC 212.43190.3810 196 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 28 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT XCEL ENERGY (N S P) 005695 176853 08/28/19 081219 51-4159573-1 163.37 0795919761 D N ELECTRIC 602.49450.3810 176853 08/28/19 081219 SOLAR CREDIT 132.81CR 0795919761 D N ELECTRIC 602.49450.3810 176853 08/28/19 081219 51-4159573-1 1,655.52 0795919762 D N ELECTRIC 701.49950.3810 176853 08/28/19 081219 SOLAR CREDIT 387.72CR 0795919762 D N ELECTRIC 701.49950.3810 176853 08/28/19 081219 SAV SWITCH CR 82.50CR 0795919762 D N ELECTRIC 701.49950.3810 176853 08/28/19 081219 51-4159573-1 12.99 0795919763 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 49.81 0795919764 D N ELECTRIC 212.43190.3810 176853 08/28/19 081219 51-4159573-1 1,059.08 0795919765 D N ELECTRIC 601.49430.3810 176853 08/28/19 081219 51-4159573-1 21.94 0795919767 D N ELECTRIC 101.43121.3810 176853 08/28/19 081219 51-4159573-1 21.94 0795919767 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 21.94 0795919767 D N ELECTRIC 601.49430.3810 176853 08/28/19 081219 51-4159573-1 21.93 0795919767 D N ELECTRIC 602.49450.3810 176853 08/28/19 081219 51-4159573-1 128.36 0795919768 D N ELECTRIC 602.49450.3810 176853 08/28/19 081219 51-4159573-1 19.46 0795919769 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 40.75 0795919770 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 34.56 0795919771 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 374.13 0795919772 D N ELECTRIC 602.49450.3810 176853 08/28/19 081219 51-4159573-1 11.32 0795919773 D N ELECTRIC 601.49430.3810 176853 08/28/19 081219 51-4159573-1 118.24 0795919774 D N ELECTRIC 212.43190.3810 176853 08/28/19 081219 51-4159573-1 50.97 0795919775 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 140.85 0795919776 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 182.95 0795919777 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 59.10 0795919778 D N ELECTRIC 212.43190.3810 176853 08/28/19 081219 51-4159573-1 36.04 0795919780 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 117.33 0795919781 D N ELECTRIC 101.43160.3810 176853 08/28/19 081219 51-4159573-1 117.33 0795919781 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 117.33 0795919781 D N ELECTRIC 604.49650.3810 176853 08/28/19 081219 51-4159573-1 209.68 0795919782 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 34.18 0795919783 D N ELECTRIC 212.43190.3810 176853 08/28/19 081219 51-4159573-1 877.56 0795919784 D N ELECTRIC 601.49430.3810 176853 08/28/19 081219 51-4159573-1 11.58 0795919785 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 41.06 0795919786 D N ELECTRIC 212.43190.3810 176853 08/28/19 081219 51-4159573-1 59.63 0795919787 D N ELECTRIC 603.49530.3810 176853 08/28/19 081219 51-4159573-1 41.98 0795919788 D N ELECTRIC 212.43190.3810 176853 08/28/19 081219 51-4159573-1 118.56 0795919789 D N ELECTRIC 602.49450.3810 176853 08/28/19 081219 51-4159573-1 47.65 0795919790 D N ELECTRIC 212.43190.3810 176853 08/28/19 081219 51-4159573-1 13.65 0795919791 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 37.36 0795919792 D N ELECTRIC 101.43160.3810 176853 08/28/19 081219 51-4159573-1 38.19 0795919793 D N ELECTRIC 101.45200.3810 176853 08/28/19 081219 51-4159573-1 204.13 0795919794 D N ELECTRIC 604.49650.3810 176853 08/28/19 081319 51-765903-4 120.33 0796298089 D N ELECTRIC 101.45200.3810 176853 08/28/19 081319 51-765903-4 11.44 0796299752 D N ELECTRIC 101.45200.3810 176853 08/28/19 2018 FED TAX CREDIT 128.49CR 3286416 D N ELECTRIC 101.42200.3810 176853 08/28/19 081219 51-4159573-1 10,684.57 51-4159573-1 D N ELECTRIC 101.43160.3810 176853 08/28/19 060719 51-4217828-3 15.34 785590266 D N ELECTRIC 101.42200.3810 176853 08/28/19 070919 51-4217828-3 16.18 790451682 D N ELECTRIC 101.42200.3810 176853 08/28/19 080719 51-4217828-3 14.29 795296096 D N ELECTRIC 101.42200.3810 16,543.04 *CHECK TOTAL 197 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 29 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT XCEL ENERGY (N S P) 005695 176932 09/04/19 082319 51-0012807608-9 168.47 0798173607 D N LAND 408.46414.5110 VENDOR TOTAL 16,711.51 XCEL ENERGY SOLUTIONS 026675 176933 09/04/19 0719 SOLAR SUBSCRIPTION 218.86 1480 002703 P D N ELECTRIC 701.49950.3810 56 BREWING LLC 025180 176854 08/28/19 080819 INV 254.00 5606750 D N INVENTORY - LIQU 609.00.14500 176934 09/04/19 081419 INV 190.00 5606803 D N INVENTORY - LIQU 609.00.14500 VENDOR TOTAL 444.00 198 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL540R-V08.11 PAGE 30 09/09/2019 COUNCIL REPORT VENDOR NAME AND NUMBER CHECK# DATE DESCRIPTION AMOUNT CLAIM INVOICE PO# F S 9 BX M ACCOUNT NAME ACCOUNT REPORT TOTALS: 360,381.37 RECORDS PRINTED - 000874 199 ACS FINANCIAL SYSTEM CITY OF COLUMBIA HEIGHTS 09/05/2019 11:14:13 Vendor Payment Journal Report GL060S-V08.11 RECAPPAGE GL540R FUND RECAP: FUND DESCRIPTION DISBURSEMENTS ---- ---------------------------- 101 GENERAL 48,033.81 201 PLANNING & INSPECTIONS 47.80 204 EDA ADMINISTRATION 2,382.27 212 STATE AID MAINTENANCE 1,903.26 225 CABLE TELEVISION 528.86 240 LIBRARY 3,882.97 262 21ST CENTURY ARTS 275.00 376 TIF DISTRICTS A3/C7/C8 242.00 408 EDA REDEVELOPMENT PROJECT FD 9,789.16 412 CAPITAL IMPROVEMENT PARKS 758.50 415 CAPITAL IMPRVMT - PIR PROJ 1,020.87 601 WATER UTILITY 19,703.03 602 SEWER UTILITY 2,370.47 603 REFUSE FUND 2,140.85 604 STORM SEWER UTILITY 404.36 609 LIQUOR 246,378.99 701 CENTRAL GARAGE 19,738.02 720 INFORMATION SYSTEMS 781.15 TOTAL ALL FUNDS 360,381.37 BANK RECAP: BANK NAME DISBURSEMENTS ---- ---------------------------- BANK CHECKING ACCOUNT 360,381.37 TOTAL ALL BANKS 360,381.37 200 PAYROLL...H BIWEEKLY V E N D O R D I S T R I B U T I O N RUN- 8/29/2019 16:08:00 PAGE 1 PERIOD 3 DATING FROM 8/10/2019 THRU 8/23/2019 CHECK DATE 8/30/2019 VENDOR #POLICE COL HGTS POLICE ASSN CHECK # 87840 885.00.10110 PAYROLL ACCOUNT TOTAL 115.50 * CHECK # 087840 TOTAL 115.50 ** VENDOR #1ST CU COL HTS LOCAL 1216 CHECK # 87841 885.00.10110 PAYROLL ACCOUNT TOTAL 125.00 * CHECK # 087841 TOTAL 125.00 ** VENDOR #HSA HSA BANK CHECK # 87842 885.00.10110 PAYROLL ACCOUNT TOTAL 5,964.87 * CHECK # 087842 TOTAL 5,964.87 ** VENDOR #GW MSRS MNDCP PLAN 650251 CHECK # 87843 885.00.10110 PAYROLL ACCOUNT TOTAL 3,523.00 * CHECK # 087843 TOTAL 3,523.00 ** VENDOR #PER/LF NCPERS GROUP LIFE INS MB CHECK # 87844 885.00.10110 PAYROLL ACCOUNT TOTAL 16.00 * CHECK # 087844 TOTAL 16.00 ** VENDOR #PERA PERA 397400 CHECK # 87845 885.00.10110 PAYROLL ACCOUNT TOTAL 64,990.88 * CHECK # 087845 TOTAL 64,990.88 ** VENDOR #ROTH VANTAGEPOINT TRANSFER -4 CHECK # 87846 885.00.10110 PAYROLL ACCOUNT TOTAL 1,559.00 * CHECK # 087846 TOTAL 1,559.00 ** VENDOR #RHS VANTAGEPOINT TRANSFER AG CHECK # 87847 885.00.10110 PAYROLL ACCOUNT TOTAL 569.91 * CHECK # 087847 TOTAL 569.91 ** VENDOR #ICMA VANTAGEPOINT TRANSFER 45 CHECK # 87848 885.00.10110 PAYROLL ACCOUNT TOTAL 14,366.93 * CHECK # 087848 TOTAL 14,366.93 ** 201 PAYROLL...H BIWEEKLY V E N D O R D I S T R I B U T I O N RUN- 8/29/2019 16:08:00 PAGE 2 PERIOD 3 DATING FROM 8/10/2019 THRU 8/23/2019 CHECK DATE 8/30/2019 FUND 885 PAYROLL FUND 91,231.09 TOTAL ALL FUNDS 91,231.09 202 CITY OF COLUMBIA HEIGHTS ELECTRONIC PAYMENTS PAID TO FOR CONFIRMATION# TRANSACTION DATE AMOUNT BY MNDOR 2nd Qtr 2019 Unemployment Insurance 10991317 08/28/19 573.86 SH MNDOR August Liquor Sales Tax 1-502-791-712 09/18/19 72,567.00 SS =========== For Council Meeting: 09/09/19 $73,140.86 203 City of Columbia Heights - Council Letter Page 2 educational institution uses, except one for which changes are necessary to correct hour-and-minute, date, or temperature information. 3. A display of time, date or temperature information may change as frequently as once every five seconds, however information displayed not relating to the date, time or temperature must not change or move more often than once every ten seconds for commercial, industrial uses, or public uses, and no more than once every ten minutes for religious and/or educational institution uses. 4. The images and messages displayed must be static, and the transition from one state display to another must be instantaneous without any special effects. Motion, animation and video images are prohibited on dynamic LED sign displays. 5. The images and messages displayed must be complete in themselves, without continuation in content to the next image or message or to any other sign. 6. Dynamic LED signs must be designed and equipped to freeze the device in one position if a malfunction shall occur. The displays must also be equipped with a means to immediately discontinue the display if it malfunctions, and the sign owner must immediately stop the dynamic display when notified by the city that it is not complying with the standards of this section. 7. Dynamic LED signs may not exceed a maximum illumination of 5,000 nits (candelas per square meter) during daylight hours and a maximum illumination of 500 nits (candelas per square meter) between dusk to dawn as measured from the sign's face at maximum brightness. Dynamic LED signs must have an automatic dimmer control to produce a distinct illumination change from a higher illumination level to a lower level for the time period between one-half hour before sunset and one half-hour after sunrise. 8. Dynamic LED signs existing on the effective date of Ordinance 1593, passed April 25, 2011, must comply with the operational standards listed above. An existing dynamic LED sign that does not meet the structural requirements may continue as a non-conforming sign subject to § 9.105(E). 9. The area around the base of the sign shall be landscaped and mulched. 10. A sign permit is required to be reviewed and issued prior to installation. Once the sign and landscaping are installed, a site inspection must be scheduled with the City Planner. Contact the Community Development Department to obtain a sign permit, and schedule the site inspection. ATTACHMENTS: Resolution No. 2019-70 Planning Report Applicant’s Narrative Sign renderings Sign Location Map 205 RESOLUTION NO. 2019-70 A resolution of the City Council for the City of Columbia Heights, Minnesota, approving a Conditional Use Permit for a dynamic LED sign for Hamilton Sign located at 3836 Stinson Blvd. NE Whereas, a proposal (Case #2019-0901) has been submitted by Hamilton Sign on behalf of Minnesota Family Church to the City Council requesting a Conditional Use Permit from the City of Columbia Heights at the following site: ADDRESS: 3836 Stinson Blvd. NE LEGAL DESCRIPTION: On file at City Hall. THE APPLICANT SEEKS THE FOLLOWING: A Conditional Use Permit per Code Section 9.106 (P) (11) (c) (2), to allow a dynamic LED sign to be located in the Limited Business Zoning District. Whereas, the Planning and Zoning Commission held a public hearing as required by the City Zoning Code on September 4, 2019; Whereas, the City Council has considered the advice and recommendations of the Planning and Zoning Commission regarding the effect of the proposed Conditional Use Permit upon the health, safety, and welfare of the community and its Comprehensive Plan, as well as any concerns related to compatibility of uses, traffic, property values, light, air, danger of fire, and risk to public safety in the surrounding areas; Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT (a) The use is one of the conditional uses listed for the zoning district in which the property is located, or is a substantially similar use as determined by the Zoning Administrator. (b) The use is in harmony with the general purpose and intent of the Comprehensive Plan. (c) The use will not impose hazards or disturbing influences on neighboring properties. (d) The use will not substantially diminish the use of the property in the immediate vicinity. (e) The use will be designed, constructed, operated, and maintained in a manner that is compatible with the appearance of the existing or intended character of the surrounding area. (f) The use and property upon which the use is located are adequately served by essential public facilities and services. (g) Adequate measures have been or will be taken to minimize traffic congestion on the public streets and to provide for appropriate on-site circulation of traffic. (h) The use will not cause a negative cumulative effect, when considered in conjunction with the cumulative effect of other uses in the immediate vicinity. 206 City of Columbia Heights - Council Resolution 2019-70 Page 2 (i) The use complies with all other applicable regulations for the districts in which it is located. Further, be it resolved, that the attached plans, maps, and other information shall become part of this Conditional Use Permit and approval; and in granting this Conditional Use Permit the City and the applicant agree that this permit shall become null and void if the project has not been completed within one (1) calendar year after the approval date, subject to petition for renewal of the permit. The Conditional Use Permit is subject to certain conditions of approval that have been found to be necessary to protect the public interest and ensure compliance with the provisions of the Zoning and Development Ordinance, including: CONDITIONS 1. Dynamic LED signs are allowed only on monument signs for conditionally permitted uses in all zoning districts, with the exception of the PO, Public District, in which LED signage may be utilized in existing pylon signs. All dynamic LED signs may occupy no more than 60% of the actual copy and graphic area. The remainder of the sign must not have the capability to have dynamic LED signs, even if not used. Only one, contiguous dynamic display area is allowed on a sign face. 2. A dynamic LED sign may not change or move more often than once every ten seconds for commercial, industrial uses, or public uses, and no more than once every ten minutes for religious and/or educational institution uses, except one for which changes are necessary to correct hour-and-minute, date, or temperature information. 3. A display of time, date or temperature information may change as frequently as once every five seconds, however information displayed not relating to the date, time or temperature must not change or move more often than once every ten seconds for commercial, industrial uses, or public uses, and no more than once every ten minutes for religious and/or educational institution uses. 4. The images and messages displayed must be static, and the transition from one state display to another must be instantaneous without any special effects. Motion, animation and video images are prohibited on dynamic LED sign displays. 5. The images and messages displayed must be complete in themselves, without continuation in content to the next image or message or to any other sign. 6. Dynamic LED signs must be designed and equipped to freeze the device in one position if a malfunction shall occur. The displays must also be equipped with a means to immediately discontinue the display if it malfunctions, and the sign owner must immediately stop the dynamic display when notified by the city that it is not complying with the standards of this section. 7. Dynamic LED signs may not exceed a maximum illumination of 5,000 nits (candelas per square meter) during daylight hours and a maximum illumination of 500 nits (candelas per square meter) between dusk to dawn as measured from the sign's face at maximum brightness. Dynamic LED signs must have an automatic dimmer control to produce a distinct illumination change from a higher illumination level to a lower level for the time period between one-half hour before sunset and one half-hour after sunrise. 207 City of Columbia Heights - Council Resolution 2019-70 Page 3 8. Dynamic LED signs existing on the effective date of Ordinance 1593, passed April 25, 2011, must comply with the operational standards listed above. An existing dynamic LED sign that does not meet the structural requirements may continue as a non-conforming sign subject to § 9.105(E). 9. The area around the base of the sign shall be landscaped and mulched. 10. A sign permit is required to be reviewed and issued prior to installation. Once the sign and landscaping are installed, a site inspection must be scheduled with the City Planner. Contact the Community Development Department to obtain a sign permit, and schedule the site inspection. ORDER OF COUNCIL Passed this 9th day of September, 2019. Offered by: Seconded by: Roll Call: Donna Schmitt, Mayor Attest: Nicole Tingley, City Clerk/Council Secretary 208 CITY OF COLUMBIA HEIGHTS PLANNING AND ZONING COMMISSION PLANNING REPORT CASE NUMBER: 2019-0901 DATE: September 4, 2019 TO: Columbia Heights Planning and Zoning Commission APPLICANT: Hamilton Sign DEVELOPMENT: Monument Sign with Dynamic LED Components LOCATION: 3836 Stinson Blvd. NE REQUEST: Conditional Use Permit for Dynamic LED Sign PREPARED BY: Elizabeth Holmbeck, City Planner INTRODUCTION Hamilton Sign on behalf of Minnesota Family Church is requesting a Conditional Use Permit per Code Section 9.106 (P) (11) (C) (2) to allow a dynamic light emitting diode (LED) sign for the property located at 3836 Stinson Blvd. NE. A dynamic LED sign would include any components of a sign that appear to have movement or that appear to change, caused by a method other than physically removing and replacing the sign or its components. This also includes any moving, flashing, blinking or animated display and any display that incorporates LED lights manipulated through digital input, “digital ink” or any other method or technology that allows the sign face to present a series of images or displays. Dynamic LED signs are permitted in the Limited Business Zoning District as a conditional use in conjunction with a religious facility. The proposed sign meets the City’s zoning code requirements for Dynamic LED Signage. A rendering of the proposed sign and the proposed location is attached. ZONING The property located at 3836 Stinson Blvd. NE is zoned LB, limited business, as are the properties to the north and south. Properties to the west are located in the public and open space district, and the properties to the east are located in the City of St. Anthony. FINDINGS OF FACT Section 9.104 (H) of the Zoning Ordinance outlines nine conditions that must be met in order for the City Council to grant a Conditional Use Permit. They are as follows: (a) The use is one of the conditional uses listed for the zoning district in which the property is located, or is a substantially similar use as determined by the Zoning Administrator. 209 City of Columbia Heights Planning and Zoning Commission September 4, 2019 Planning Report Page 2 Dynamic LED signs are specifically listed as a Conditional Use in the Limited Business Zoning District in conjunction with a religious facility. (b) The use is in harmony with the general purpose and intent of the Comprehensive Plan. This is correct. (c) The use will not impose hazards or disturbing influences on neighboring properties. The proposed use will not result in any additional noise and should not disrupt neighboring properties. In order to mitigate any potential disturbances, the City’s zoning code outlines specific development standards that address the operation of dynamic LED signs. Staff has added a condition of approval, that a site inspection will be conducted once the sign is completed and landscaping is installed to observe impact on the adjacent residential apartment building to the south. If needed, additional screening will be installed along southern property line. (d) The use will not substantially diminish the use of the property in the immediate vicinity. This is correct. (e) The use will be designed, constructed, operated, and maintained in a manner that is compatible with the appearance of the existing or intended character of the surrounding area. The applicant will abide by specific development standards as they relate to LED signs. These standards help ensure compatibility with the appearance of the existing surrounding area. (f) The use and property upon which the use is located are adequately served by essential public facilities and services. This is correct. (g) Adequate measures have been or will be taken to minimize traffic congestion on the public streets and to provide for appropriate on-site circulation of traffic. The use of a dynamic LED sign at this location is not anticipated to affect traffic. (h) The use will not cause a negative cumulative effect, when considered in conjunction with the cumulative effect of other uses in the immediate vicinity. The dynamic LED sign adheres to specific development standards and the zoning code. The use will not cause a negative cumulative effect. 210 City of Columbia Heights Planning and Zoning Commission September 4, 2019 Planning Report Page 3 (i) The use complies with all other applicable regulations for the districts in which it is located. This is correct. RECOMMENDATION Staff recommends that the Planning and Zoning Commission recommend approval of the Conditional Use Permit for the proposed dynamic LED sign proposed to be located at 3836 Stinson Blvd. NE. Motion: Move to close the public hearing and waive the reading of Resolution 2019-70, there being ample copies available to the public. Motion: The Planning and Zoning Commission recommends that the City Council approve Resolution No. 2019-70, approving a Conditional Use Permit for a proposed dynamic LED sign for the property located at 3836 Stinson Blvd. NE., subject to certain conditions of approval that have been found to be necessary to protect the public interest and ensure compliance with the provisions of the Zoning and Development Ordinance, including: 1. Dynamic LED signs are allowed only on monument signs for conditionally permitted uses in all zoning districts, with the exception of the PO, Public District, in which LED signage may be utilized in existing pylon signs. All dynamic LED signs may occupy no more than 60% of the actual copy and graphic area. The remainder of the sign must not have the capability to have dynamic LED signs, even if not used. Only one, contiguous dynamic display area is allowed on a sign face. 2. A dynamic LED sign may not change or move more often than once every ten seconds for commercial, industrial uses, or public uses, and no more than once every ten minutes for religious and/or educational institution uses, except one for which changes are necessary to correct hour-and-minute, date, or temperature information. 3. A display of time, date or temperature information may change as frequently as once every five seconds, however information displayed not relating to the date, time or temperature must not change or move more often than once every ten seconds for commercial, industrial uses, or public uses, and no more than once every ten minutes for religious and/or educational institution uses. 4. The images and messages displayed must be static, and the transition from one state display to another must be instantaneous without any special effects. Motion, animation and video images are prohibited on dynamic LED sign displays. 5. The images and messages displayed must be complete in themselves, without continuation in content to the next image or message or to any other sign. 211 City of Columbia Heights Planning and Zoning Commission September 4, 2019 Planning Report Page 4 6. Dynamic LED signs must be designed and equipped to freeze the device in one position if a malfunction shall occur. The displays must also be equipped with a means to immediately discontinue the display if it malfunctions, and the sign owner must immediately stop the dynamic display when notified by the city that it is not complying with the standards of this section. 7. Dynamic LED signs may not exceed a maximum illumination of 5,000 nits (candelas per square meter) during daylight hours and a maximum illumination of 500 nits (candelas per square meter) between dusk to dawn as measured from the sign's face at maximum brightness. Dynamic LED signs must have an automatic dimmer control to produce a distinct illumination change from a higher illumination level to a lower level for the time period between one-half hour before sunset and one half-hour after sunrise. 8. Dynamic LED signs existing on the effective date of Ordinance 1593, passed April 25, 2011, must comply with the operational standards listed above. An existing dynamic LED sign that does not meet the structural requirements may continue as a non-conforming sign subject to § 9.105(E). 9. The area around the base of the sign shall be landscaped and mulched. 10. A sign permit is required to be reviewed and issued prior to installation. Once the sign and landscaping are installed, a site inspection must be scheduled with the City Planner. Contact the Community Development Department to obtain a sign permit, and schedule the site inspection. ATTACHMENTS Resolution No. 2019-70 Application Applicant’s Narrative Sign renderings Sign Location Map 212 Sign Permit Narrative For 3836 Stinson Blvd. Columbia Heights, MN Legally operating under the name Holy Spirit Association for the Unification of World Christianity (HSA-UWC), a religious corporation, in our international outreach to support peace, stability, prosperity, unity and family value initiatives we formed the Family Federation for World Peace and Unification (FFWPU) in 1994. Locally we choose to serve under the simpler name, Minnesota Family Church. For this reason, our application includes that name as well as HSA-UWC and FFWPU with its associated logo. Our sign design and intended use respects the city’s sign regulations, the residential nature of the area, and Stinson Boulevard traffic conditions. We designed our building with the intention of serving the community in many ways and given the wide variety of programs and messages we promote, a modern, programable LED digital sign best suits our purposes. At substantial added expense, in order to comply with the 40/60 (fixed to dynamic) ratio regulation, the sign will be built in two sections. The LED portion of the sign will be programmed to adjust to light conditions, with sensitivity to the apartment residents to the south (with whom we have cooperatively worked to minimize parking lot light glare). Given an eight week or greater time frame from the time of placing an order for the sign to its installation we respectfully request that our permit application be presented to the City Council during its August meeting or its first meeting in September. Keith Anderson 213 Date: 2-27-17 Revision: v.1 Drawn By: ______ Description P.O. Box 148 Rosemount, MN 55068 651-247-8224 651-322-7936 Fax sales@hamiltonsign.com * This drawing is the property of Hamilton Sign Co. It is submitted to your company for the sole purpose of your consideration of whether to purchase a sign(s) manufactured according to these plans from Hamilton Sign Co. Distribution or exhibition of this plan to anyone other than employees of your company or use of this plan for construction of a similar sign to the one(s) created herein, is forbidden. In the event that such exhibition occurs, Hamilton Sign Co. will expect to be reimbursed for the time and materials used in creating this drawing. Minnesota Family Church 7.25.19 6’-9”6’-9” 5’-11”5’-11” Double faced monument with 27” x 6’-9” cabinet Internally LED illuminated and D/F Electronic message display 3’-8” X 6’-9” 27” x 6’-9” cabinet Internally LED illuminated and Electronic message display3’-8” X 6’-9”40% Static header name 60% EMC display full color * See Detail A for elevation drop Align front edge of sign with front edge of buildingThat is the 5’-0” code set back. See elevation Detail A page 2 Electronic message DisplayDaktronics 4’-8” x 6’-9” Concrete required.207 cu yds Using: 24” Dia. x 48” deep =.465 cu. yds 6'-9" 40% Static 60% Changable 6” x 6” x 1/4” Tube SqDirect burial. 4'-0" 24” dia"Total sq. ft. 40.6Scale 1/2” =1’-0” 2'-3 " 3'-8" Front & rear Elevation ground levelpitched Detail A Stone to matchbuilding stone Minnesota Family Church Minnesota Family Church 24" 3'-8" 2'-3" 7’-11" 5’-0”" 5’-0” SET BACK. Minnesota Family Church Minnesota Family Church SIDE 1 SIDE 2 214 Date: 2-27-17 Revision: v.1 Drawn By: ______ Description P.O. Box 148 Rosemount, MN 55068 651-247-8224 651-322-7936 Fax sales@hamiltonsign.com * This drawing is the property of Hamilton Sign Co. It is submitted to your company for the sole purpose of your consideration of whether to purchase a sign(s) manufactured according to these plans from Hamilton Sign Co. Distribution or exhibition of this plan to anyone other than employees of your company or use of this plan for construction of a similar sign to the one(s) created herein, is forbidden. In the event that such exhibition occurs, Hamilton Sign Co. will expect to be reimbursed for the time and materials used in creating this drawing. Minnesota Family Church Electronic message center D/F INTERNALLY LED ILLUMINATED CABINET 4’-8” X 6’-9” Daktronics 7.24.19 Concrete required.207 cu yds Using: 24” Dia. x 48” deep =.465 cu. yds 6'-9" 40% Static 60% Changable 6” x 6” x 1/4” Tube SqDirect burial. 4'-0" 24” dia"24” dia" Monument Double face 3’-8” x 6’-9” EMC & 27 X 6’-9” internally LED illuminated cabinet40% Static header name 60% EMC display full color Total sq. ft. 40.6Scale 1/2” =1’-0”Scale 1/4” =1’-0” 2'-3 " 3'-8" End Elevation Elevation placement & Drop Detail A Front & rear Elevation 6"6"6" ground levelpitched Detail A 6'-9" 8" elevation drop 8" elevation drop 15" elevation dropfrom back of sign tp curb level 23" Drop from front of sign to trail and curb height 23" total drop15 elevation drop Align sign with front edgeof building.This is 5’ set back 16" Stone to matchbuilding stone7’-11" 2'-3" 3'-8"7'-3" 5'-0" set back Minnesota Family Church Minnesota Family Church 24" 3'-8" 2'-3" 1'-6 " 7'-11" 5'-11" 215 Minnesota Family Church Customer Copy HereCustomer Copy HereMinnesota Family ChurchDouble faced monument 216 217 City of Columbia Heights - Council Letter Page 2 ATTACHMENTS: Resolution No. 2019-72 Planning Report Narrative Public Works Department Review Letter Fire Department Review Letter Survey of Existing Conditions Preliminary Plat Renderings 219 RESOLUTION NO. 2019-72 A resolution of the City Council for the City of Columbia Heights, Minnesota, approving a Preliminary Plat for Contractor Capital Company. Whereas, a proposal (Case # 2019-0903) has been submitted by Contractors Capital Company to the City Council requesting Preliminary Plat Approval from the City of Columbia Heights at the following site: ADDRESS: 35-30-24-43-0125 (unassigned address) known as remnant parcel LEGAL DESCRIPTION: On file at City Hall. THE APPLICANT SEEKS THE FOLLOWING: Preliminary Plat Approval per Code Section 9.104 (L). Whereas, the Planning and Zoning Commission held a public hearing as required by the City Zoning Code on September 4, 2019; Whereas, the City Council has considered the advice and recommendations of the Planning and Zoning Commission regarding the effect of the proposed Preliminary Plat upon the health, safety, and welfare of the community and its Comprehensive Plan, as well as any concerns related to compatibility of uses, traffic, property values, light, air, danger of fire, and risk to public safety in the surrounding areas; Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT Section 9.104 (L) of the Zoning Ordinance outlines conditions that must be met in order for the City to grant a Preliminary Plat. They are as follows: (a) The proposed Preliminary Plat conforms to the requirements of City Code Section 9.115. (b) The proposed Subdivision is consistent with the Comprehensive Plan. (c) The proposed Subdivision contains parcel and land subdivision layout that is consistent with good planning and site engineering design principles. Further, be it resolved, that the attached plans, maps, and other information shall become part of this Preliminary Plat; and in granting approval the City and the applicant agree that the Plat shall become null and void if a Final Plat is not submitted to the City Council within one (1) calendar year after the approval date, subject to petition for renewal. CONDITIONS 1. All required state and local codes, permits, licenses and inspections will be met and in full compliance. 2. The applicant shall be responsible for the cost of filing and recording written easements with the Anoka County Recorder’s Office. 3. An approved Preliminary Plat shall be valid for a period of one year from the date of the City Council 220 City of Columbia Heights - Council Resolution 2019-72 Page 2 approval. In the event that a Final Plat is not submitted within this time period, the Preliminary Plat will become void. ORDER OF COUNCIL Passed this 9th day of September, 2019 Offered by: Seconded by: Roll Call: Donna Schmitt, Mayor Attest: Nicole Tingley, City Clerk/Council Secretary 221 CITY OF COLUMBIA HEIGHTS PLANNING AND ZONING COMMISSION PLANNING REPORT CASE NUMBER: 2019-0903 DATE: September 4, 2019 TO: Columbia Heights Planning and Zoning Commission APPLICANT: Contractors Capital company DEVELOPMENT: Columbia Heights Senior Living LOCATION: 35-30-24-43-0125 (unassigned address) known as remnant parcel REQUEST: Preliminary Plat, Site Plan Review PREPARED BY: Elizabeth Hammond, City Planner INTRODUCTION Contractors Capital Company has applied for Preliminary Plat Review and Site Plan Review for the vacant property (unassigned address) known as the remnant parcel, and located south of Huset Park at the corner of Jefferson Street and Huset Parkway. The property has been vacant since the larger development site, encompassing the Huset Park Townhomes and the Legends of Columbia Heights was constructed, starting in 2005. This parcel was never included during the initial construction project that resulted in the adjacent townhomes. Shortly after the townhomes were mostly completed, the recession occurred which resulted in this parcel as well as the area adjacent to University Avenue being left vacant for a number of years. Most recently in 2016, the site adjacent to University Avenue was redeveloped into what is now the Legends of Columbia Heights, an active living senior apartment building. The remnant parcel as it is known is the final remaining vacant parcel of the previous industrial area and redevelopment site. Contractors Capital Company is proposing to construct a three story, 77 unit senior living community. The building would have a mix of independent living (50 units), assisted living (12 units), and memory care units (15 units). The building would provide ample underground parking as well as surface parking, with storage areas and landscaping and storm water improvement throughout the site. The building would also contain amenities such as common lounge areas, meeting rooms, a hair salon and outdoor patios. ZONING ORDINANCE The site is currently platted as an Outlot from the previous plat and development for the adjacent townhomes. As part of this application it is being re-platted to “Columbia Heights Senior Living”, and the property owner will be dedicating land back to the City to accommodate for the right of way (where the roundabout is located), and also dedicating full perimeter 222 City of Columbia Heights Planning and Zoning Commission September 4, 2019 Planning Report Page 2 easements for drainage and utility. Once the Final Plat is approved, a new address will be issued for the property. The property is located in the Mixed Use Zoning District, as are the properties to the south and west. Properties to the north are located in the public and open space district, and the properties to the east are located in the light industrial district. COMPREHENSIVE PLAN The Comprehensive Plan guides this area for high density residential development. The Comprehensive Plan aims to ensure housing for the projected aging population is accommodated for throughout the City. Constructing a senior living community designed for aging in place, with graduated care options is consistent with the City’s Comprehensive Plan. SITE PLAN The subject property is located in the Mixed Use Zoning District and does not have specific lot size and setback requirements. The City can be flexible in this area to facilitate a successful development. Staff believes that the proposed building location and height is consistent with the surrounding development in terms of size and scale, and should fit in well with the neighborhood. Specific site improvements will be outlined in a Development Contract, and approved by the City Council at a later date and prior to construction. 1. Parking The proposed site plan is for 77 total units consisting of independent senior living, assisted living, and memory care units. City Code requires one parking space for every two units of senior housing/assisted living. By this standard, the City would require that 38.5 parking spaces be provided. The proposed development exceeds this requirement, by providing 55 spaces underground, and 35 surface parking spaces. 2. Access The site will be served by one main entrance off McKenna St. 3. Landscaping The proposed landscaping materials are shown on the attached Landscape Plan. The applicant is proposing to plant trees, shrubs and grasses which will complement the layout of the development. The landscape plan calls for native perennial and deciduous plantings in combination with shrubs and perennials to be planted along the periphery of the building. The development will be within close proximity to Huset Park and Murzyn Hall. Huset Park will provide additional outdoor opportunities for more active residents, and the Senior Center at Murzyn Hall is adjacent to Huset Park. FINDINGS OF FACT Section 9.104 (L) of the Zoning Ordinance outlines three conditions that must be met in order for the City to grant a Preliminary Plat. They are as follows: (a) The proposed Preliminary Plat conforms to the requirements of City Code Section 9.115. This is correct. 223 City of Columbia Heights Planning and Zoning Commission September 4, 2019 Planning Report Page 3 (b) The proposed subdivision is consistent with the Comprehensive Plan. This is correct. (c) The proposed subdivision contains parcel and land subdivision layout that is consistent with good planning and site engineering design principles. This is correct. FINDINGS OF FACT Section 9.104 (N) of the Zoning Ordinance outlines four findings of fact that must be met in order for the City to approve a Site Plan. They are as follows: a. The Site Plan conforms to all applicable requirements of this article. The applicable Zoning Code requirements are achieved. b. The Site Plan is consistent with the applicable provisions of the City’s Comprehensive Plan. This is correct. c. The Site Plan is consistent with any applicable area plan. This is correct. There is a development contract between the property owner and the City that calls for approximately 80 units of senior housing. The proposal for 77 units of graduated care senior living is consentient with this plan for the parcel. d. The Site Plan minimizes any adverse impacts on property in the immediate vicinity and the public right-of-way. This is correct. 224 City of Columbia Heights Planning and Zoning Commission September 4, 2019 Planning Report Page 4 RECOMMENDATION Staff recommends that the Planning Commission recommend that the City Council approve the Preliminary Plat as presented subject to certain conditions, and that the Planning Commission approve the Site Plan for the property located at PID: 35-30-24-43-0125 (unassigned address, known as the remnant parcel, south of Huset Park). Motion: Move to waive the reading of Resolution No 2019-72, there being ample copies available to the public. Motion: Motion to recommend that the City Council approve the Preliminary Plat as presented, subject to the following conditions: 1. All required state and local codes, permits, licenses and inspections will be met and in full compliance. 2. The applicant shall be responsible for the cost of filing and recording written easements with the Anoka County Recorder’s Office. 3. An approved Preliminary Plat shall be valid for a period of one year from the date of the City Council approval. In the event that a Final Plat is not submitted within this time period, the Preliminary Plat will become void. 225 City of Columbia Heights Planning and Zoning Commission September 4, 2019 Planning Report Page 5 Motion: Move to waive the reading of Resolution No. 2019-PZ03, there being ample copies available to the public. Motion: Move to adopt Resolution No. 2019-PZ03, being a resolution approving a Site Plan, for Contractors Capital for the proposed senior living development, subject to the following conditions: 1. The building and site shall be meet all requirements found in the Fire Code and the Building Code. 2. 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. 3. There shall be no deliveries, loading or unloading of goods and materials between the hours of 10:00 pm and 6:00 am. 4. All exterior lighting shall be downcast as not to adversely impact neighboring residential properties. The applicant must submit a detailed lighting plan for review by the Building Official, prior to construction. 5. Mechanical equipment shall be placed and/or screened so as to minimize the visual impact on adjacent residential properties and from public streets. Plans detailing how any rooftop units are to be screened must be submitted with the building permit. 6. The applicant shall meet the requirements outlined in the attached report from the Public Works Department dated, August 26, 2019. 7. The applicant shall meet the requirements outlined in the attached report from the Fire Department dated, August 27, 2019. 8. All City Storm Water Management requirements and Mississippi Watershed Management Organization requirements shall be achieved for this property. 9. Site and elevation plans included in this submittal, shall become part of this approval. 10. All other applicable local, state, and federal requirements shall be met at all times. 11. The property owner and the City will enter in to a development contract governing site improvements and shall be executed by the property owner and the City prior to the issuance of a building permit. ATTACHMENTS Resolution No. 2019-PZ03 Resolution No. 2019-72 Applications Narrative Public Works Department Review Letter Fire Department Review Letter 226 22 7 22 8 CITY OF COLUMBIA HEIGHTS Public Works Department TO: ELIZABETH HOLMBECK CITY PLANNER FROM: KEVIN HANSEN PUBLIC WORKS DIRECTOR/CITY ENGINEER LAUREN LETSCHE STORMWATER SPECIALIST DATE: August 26, 2019 SUBJECT: Columbia Heights Senior Living I have reviewed the site plan and storm water calculations submittal packet dated 8/5/2019, and have the following requirements/comments for final approval by PW/Engineering: General / Plat  The City shall require a pre-construction conference prior to any land alteration activities beginning.  The maintenance of the storm sewer BMP shall be defined in a separate planning document and will require an easement per City and MWMO requirements.  As an outlot, the property should be platted. We would recommend a perimeter easements for drainage and utilities of 5 feet, except on the north and east property boundaries. On the north the site plan shows 14 .7 feet from the back of sidewalk to their retaining wall, and on the east the site plan shows 17.3 feet from the back of curb to their elevated patio – I would recommend easements close to these dimensions.  Comments herein are based on the City submittal plans. Final review comments will be based on from the final or construction plan set. Grading  The plan set will require an erosion control plan and SWPPP, meeting City and MWMO requirements.  Prior to site activities, please provide the City with a copy of Site NPDES Construction Permit.  Perimeter and entrance erosion control measures shall be installed and inspected by the Engineering department prior to site grading activities beginning. Coordinate erosion control measures with the Engineering department if building construction is initiated prior general site grading.  Site access during construction shall be limited to McKenna Street or Lomianki Lane.  All slopes greater than 4:1 shall be provided erosion control blanket.  Catch basin inlet protection, such as Wimco’s or equivalent shall be provided on catch basins until restoration is completed. The low point CB’s immediately adjacent to the roundabout shall also be protected. 229 ROW / Utilities / Paving  All utilities and storm water features serving the Development shall be privately owned and maintained. All utilities shall meet the City of Columbia Heights specifications for materials and installation.  Site/Civil work shall be inspected by the City Engineering Department (connection to existing utility system). 24-hour advance notice of an inspection is required.  The Storm Water Plan generally meets the requirements of the City for rate control and MWMO for infiltration (filtration).  Routing of storm water discharge:  Provide a set of as-built drawings meeting City requirements at the completion of site/civil construction in both hardcopy and electronic (pdf) format.  All stormwater best management practices (BMP’s) need to be placed in designated drainage and utility easements.  The storm water report details infiltration within the filtration BMP. Is this based on soil borings or assumed soil characteristics?  The pond easement should include a provision that snow may not be piled or dumped into the stormwater pond.  As previously indicated, flooding occurring on Jefferson Street and Huset Parkway all the way to the point where the road widens. Staff recommends a minimum elevation of 906 for the retaining wall parallel to Huset Parkway and parking lot curbing functioning as the lowest elevation.  How will the roof drains be connected into the storm sewer (rate control)?  The slope of the 12” HDPE at the outlet of the storm sewer system develops velocities of 15.5fps, we would prefer velocities to not exceed 10 fps.  Utility disconnects must be made at the main and inspected by the utility department for the salvaged hydrant and valve.  Location of tree installations and utility locations should be coordinated to maintain 10’ separation from all utilities.  There may be a conflict in elevations of the storm sewer and the water main on the south side of the storm sewer system - a water main offset may be needed.  Please add ‘stop’ signs at the development driveway exit(s).  Interior roads are private roads (McKenna & Lomianki), but have utility and drainage easements.  With new sidewalk, the connection point at Jefferson Street from Lomianki Lane should have a new pedestrian ramp (sheet 2.0 indicates match existing). Please provide one full size and one 11x17 set of Final or Construction Plans to the Engineering department prior to construction. If you have any questions or need further information, please contact me at (763) 706-3705. C: Kathy Young, Assistant City Engineer Lauren Letsche, Storm Water Specialist KH:kh G: \Users\Public Works\plan reviews\2019\Columbia Heights Senior Living_08262019.doc 230 20190827 CHFD Site Plan Review.docx 08/27/2019 Tollberg Homes Columbia Heights Senior Living Project Located at Huset Parkway and Jefferson St NE Review of the Site Plan for the Columbia Heights Senior Living Project is complete. This review consisted of an 18 page document dated 8/5/2019 and submitted on 8/19/2019. The following report evaluates the site plan drawings for compliance with the Minnesota State Fire and Building Codes, NFPA Standards, and Columbia Heights Fire Department Policies. Based on description in applicant’s narrative, the review is based on the building having an Occupancy Care Facility Classification Class B-3, supervised living facility: more than 16 residents; all of whom may not be capable of self-preservation. IBC Occupancy Classification: I-2 1. The occupancy use of the proposed building requires the installation of an approved automatic sprinkler system throughout the building. 2. The installation of an automatic sprinkler system throughout the building allows for an increase in distance for fire road access, making actual on-site travel by fire suppression apparatus unnecessary and eliminating a need for a second access point to the site. 3. The site proposal illustrates the fire department connection located to the left of the main entry to the building. The preference for immediate access to fire department connection is to place the connection along the wall on the West side of the Northwest corner of South wing of the proposed building. Exact location of the fire department connection shall be pre-approved by fire code official. 4. The site plan depicts the re-location of an existing hydrant on McKenna St NE to the north side of the proposed entrance to site. The preference for fire department operations is to locate the hydrant on the south side of the entrance, keeping fire department operations on the south side of the entrance to the site. 5. Fire Department proposes that at a minimum, the east side of McKenna St NE between Lomianki Ln and the proposed entrance to the site be marked as “NO PARKING—FIRE LANE” to facilitate fire department access to the site, hydrant, and fire department connection. 6. Applicant shall provide fire flow requirements to illustrate that the water main is capable of supporting the demands of the fire hydrant on McKenna St NE and fire protection system. 7. A full code review fire protection system plans is required. Respectfully submitted, Captain Daniel O’Brien Attachment: Map 231 Site Plan Review: Tollberg Homes Columbia Heights Senior Living Project 08/27/2019 Page 2 232 233 234 To l l b e r g H o m e s Ro s a A r c h i t e c t u r a l G r o u p Proposed Columbia Heights Senior Living Facility Ju n e 2 0 1 9 Perspective Image looking Southwest 23 5 To l l b e r g H o m e s Ro s a A r c h i t e c t u r a l G r o u p Proposed Columbia Heights Senior Living Facility Ju n e 2 0 1 9 Perspective Image looking Southeast 23 6 To l l b e r g H o m e s Ro s a A r c h i t e c t u r a l G r o u p Proposed Columbia Heights Senior Living Facility Ju n e 2 0 1 9 Perspective Image looking Northwest 23 7 238 239 240 36' - 3 5/8" EAVE 46' - 3 7/16" MIDPOINT 55' - 5 7/16" RIDGE 32' - 7 13/16" EAVE 41' - 11 9/32" MIDPOINT 50' - 4 31/32" RIDGE To l l b e r g H o m e s Ro s a A r c h i t e c t u r a l G r o u p Proposed Columbia Heights Senior Living Facility Au g u s t 2 0 1 9 We s t B u i l d i n g E l e v a t i o n w i t h B u i l d i n g H e i g h t D a t a 24 1 City of Columbia Heights - Council Letter Page 2 Motion: Move to approve Resolution No. 2019-71, approving the conditional use permit and proposed site plans for a K-8 school to be located on the property at 4141 University Ave NE., subject to certain conditions of approval. 1. The building and site shall be meet all requirements found in the Fire Code and the Building Code. 2. All on-site mechanical equipment shall be placed and/or screened so as to minimize the visual impact on adjacent residential properties and from public streets. Screening may be accomplished through the use of walls or other design features that are architecturally compatible with the principal structure, screening vegetation, landscaping and integrated parapet walls of sufficient height, or other means as approved by the Zoning Administrator. 3. 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. 4. The applicant will install stop signs on the two driveway exits. 5. The applicant will install additional screening along the southern property boundary to minimize visual and noise impact to the adjacent residential property. The screening will consist of landscaping and can include fencing as approved by the Zoning Administrator. A plan detailing additional screening along this boundary shall be submitted and approved prior to the issuance of a building permit. 6. A fence no less than 4 feet shall run around the full perimeter of the southern end of the property and include the area south of the building and wrap around to include the playground area on the east side of the building. 7. If the school’s drop off and pick up routing results in delay on the surrounding local streets or has a negative traffic impact, a new traffic management plan will be required to be submitted for review to address operational deficiencies. 8. The applicant will install at minimum, two bike racks on the property adjacent to the building entrances, or near the playground and/or where practical. 9. The property owner and the City will enter in to a development contract governing site improvements and shall be executed by the property owner and the City prior to the issuance of a building permit. 10. The applicant shall meet requirements outlined in the Public Works Department Review Letter, dated August 26, 2019. 11. All City storm water management requirements and Mississippi Watershed Management Organization requirements shall be achieved for this property. 12. The applicant shall meet requirements outlined in the Fire Department Review Letter, dated August 27, 2019. 13. Site and elevation plans included in this submittal, shall become part of this approval. 14. All other applicable local, state, and federal requirements shall be met at all times. 15. A pedestrian sidewalk along 42nd Avenue shall be added between University Service Road and 4th Street, if Engineering Department deems it possible. ATTACHMENTS: Resolution No. 2019-71 Planning Report Letter of Support for MWMO Grant Application Public Works Department Review Letter Fire Department Review Letter Applicant’s Narratives Site Plans 243 City of Columbia Heights - Council Letter Page 3 Transportation Management Plan Turning Template Exhibits Storm Water Management Report 244 RESOLUTION NO. 2019-71 A resolution of the City Council for the City of Columbia Heights, Minnesota, approving a Conditional Use Permit, and a Site Plan with Variances for 4141 University Ave NE. Columbia Heights, MN 55421, (PID 35-30- 24-24-0191). Whereas, a proposal (Case #2019-0902) has been submitted by Friends of Prodeo to the City Council requesting a Conditional Use Permit, and Site Plan Review with Variances to allow for the construction and operation of a K-8 school at the following site: ADDRESS: 4141 University Ave NE. Columbia Heights, MN 55421 LEGAL DESCRIPTION: On file at City Hall. THE APPLICANT SEEKS THE FOLLOWING: A Conditional Use Permit, and Site Plan Review with Variances Whereas, the Planning and Zoning Commission held a public hearing as required by the City Zoning Code on September 4, 2019; Whereas, the City Council has considered the advice and recommendations of the Planning and Zoning Commission regarding the effect of the proposed Conditional Use Permit, Site Plan and Variances upon the health, safety, and welfare of the community and its Comprehensive Plan, as well as any concerns related to compatibility of uses, traffic, property values, light, air, danger of fire, and risk to public safety in the surrounding areas; Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT Conditional Use (a)The use is one of the conditional uses listed for the zoning district in which the property is located, or is a substantially similar use as determined by the Zoning Administrator. (b)The use is in harmony with the general purpose and intent of the Comprehensive Plan. (c)The use will not impose hazards or disturbing influences on neighboring properties. (d)The use will not substantially diminish the use of the property in the immediate vicinity. (e)The use will be designed, constructed, operated, and maintained in a manner that is compatible with the appearance of the existing or intended character of the surrounding area. (f)The use and property upon which the use is located are adequately served by essential public facilities and services. (g)Adequate measures have been or will be taken to minimize traffic congestion on the public streets and to provide for appropriate on-site circulation of traffic. 245 City of Columbia Heights - Council Resolution 2019-71 Page 2 (h)The use will not cause a negative cumulative effect, when considered in conjunction with the cumulative effect of other uses in the immediate vicinity. (i)The use complies with all other applicable regulations for the districts in which it is located. Site Plan a)The site plan conforms to all applicable requirements of this article. b)The site plan is consistent with the applicable provisions of the City’s Comprehensive Plan. c)The site plan is consistent with any applicable area plan. d)The site plan minimizes any adverse impacts on property in the immediate vicinity and the public right-of-way. Variance (a)Because of the particular physical surroundings, or the shape, configuration, topography, or other conditions of the specific parcel of land involved, strict adherence to the provisions of this article would cause practical difficulties in conforming to the zoning ordinance. The applicant, however, is proposing to use the property in a reasonable manner not permitted by the zoning ordinance. (b)The conditions upon which the variance is based are unique to the specific parcel of land involved and are generally not applicable to other properties within the same zoning classification. (c)The practical difficulties are caused by the provisions of this article and have not been created by any person currently having a legal interest in the property. (d)The granting of the variance is in harmony with the general purpose and intent of the Comprehensive Plan. (e)The granting of the variance will not be materially detrimental to the public welfare or materially injurious to the enjoyment, use, development or value of property or improvements in the vicinity. Further, be it resolved, that the attached plans, maps, and other information shall become part of this Conditional Use Permit, and Site Plan approval; and in granting this Conditional Use Permit and Site Plan approval with variances, the City and the applicant agree that this permit shall become null and void if the project has not been completed within one (1) calendar year after the approval date, subject to petition for renewal of the permit. This approval is subject to certain conditions that have been found to be necessary to protect the public interest and ensure compliance with the provisions of the Zoning and Development Ordinance, including: CONDITIONS 1.The building and site shall be meet all requirements found in the Fire Code and the Building Code. 2.All on-site mechanical equipment shall be placed and/or screened so as to minimize the visual impact on adjacent residential properties and from public streets. Screening may be accomplished through the use of walls or other design features that are architecturally compatible with the principal structure, 246 City of Columbia Heights - Council Resolution 2019-71 Page 3 screening vegetation, landscaping and integrated parapet walls of sufficient height, or other means as approved by the Zoning Administrator. 3.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. 4.The applicant will install stop signs on the two driveway exits. 5.The applicant will install additional screening along the southern property boundary to minimize visual and noise impact to the adjacent residential property. The screening will consist of landscaping and can include fencing as approved by the Zoning Administrator. A plan detailing additional screening along this boundary shall be submitted and approved prior to the issuance of a building permit. 6.A fence no less than 4 feet shall run around the full perimeter of the southern end of the property and include the area south of the building and wrap around to include the playground area on the east side of the building. 7.If the school’s drop off and pick up routing results in delay on the surrounding local streets or has a negative traffic impact, a new traffic management plan will be required to be submitted for review to address operational deficiencies. 8.The applicant will install at minimum, two bike racks on the property adjacent to the building entrances, or near the playground and/or where practical. 9.The property owner and the City will enter in to a development contract governing site improvements and shall be executed by the property owner and the City prior to the issuance of a building permit. 10.The applicant shall meet requirements outlined in the Public Works Department Review Letter, dated August 26, 2019. 11.All City storm water management requirements and Mississippi Watershed Management Organization requirements shall be achieved for this property. 12.The applicant shall meet requirements outlined in the Fire Department Review Letter, dated August 27, 2019. 13.Site and elevation plans included in this submittal, shall become part of this approval. 14.All other applicable local, state, and federal requirements shall be met at all times. 15.A pedestrian sidewalk along 42nd Avenue shall be added between University Service Road and 4th Street, if Engineering Department deems it possible. ORDER OF COUNCIL Donna Schmitt, Mayor Passed this 9th day of September, 2019. Offered by: Seconded by: Roll Call: Attest: Nicole Tingley, City Clerk/Council Secretary 247 CITY OF COLUMBIA HEIGHTS PLANNING COMMISSION PLANNING REPORT 4141 University Ave NE CASE NUMBER: 2019-0902 DATE: September 4, 2019 TO: Columbia Heights Planning Commission APPLICANT: Friends of Prodeo DEVELOPMENT: Proposed k-8 School LOCATION: 4141 University Ave NE Columbia Heights, MN 55421 REQUEST: Conditional Use Permit, Site Plan Review, Variances PREPARED BY: Elizabeth Hammond, City Planner INTRODUCTION Friends of Prodeo has applied for a Conditional Use Permit, Site Plan Review and Variances for the property located at 4141 University Ave NE. The applicant wishes to establish a K-8 school on the property, and by City Code, a Conditional Use Permit is required for all k-12 schools, public or private. In addition, the applicant is proposing to tear down the existing buildings on the property and build a new educational facility, which requires a Site Plan to be reviewed. As part of the proposed Site Plan, the applicant is requesting a Variance to the building height, lot coverage, and parking setback requirement. According to City record the property was originally developed as Oakwood School in the early half of the 20th century, and used solely as a school until around 1975, when a chapel was added on to the building. Since that time it has been known as Oak Hill Church, and at times had few smaller schools operating in the building over the years alongside the church. The existing building is in need of various repairs and is in poor condition, and due to the fact that the church’s congregation size has reduced over the years, the representatives from the church had been looking at selling the property to find a smaller up to date location. Prodeo Academy, once operated in First Lutheran Church on 40th Ave NE in Columbia Heights, where they rented space starting 2013, up until a couple years ago when they outgrew the space. They have been renting space in Minneapolis and looking for a permanent location. They have purchased the property with the intent of removing the existing building and constructing a new school, with landscaping improvements and storm water management improvements on site. The attached Site Plan drawings detail the proposed location of the building and where the site improvements will be located. 248 City of Columbia Heights Planning Commission September 4, 2019 Planning Report Page 2 ZONING ORDINANCE The subject property is located in the R-3, multiple-family residential zoning district as are the surrounding properties to the north, south, east and west. K-12 Schools, public or private are a permitted conditional use, (meaning a conditional use permit is required), in this zoning district. COMPREHENSIVE PLAN The Comprehensive Plan guides this property for institutional development, which includes religious facilities, public and private educational facilities, fire stations, libraries, water system facilities, and any other City, County, or State use. Removing the aging building and rebuilding a new educational facility with landscaping and storm water improvements meets the intent of the Comprehensive Plan. SITE PLAN 1. Parking The proposed plan identifies 67 parking stalls. For a school serving elementary and junior high students, the Zoning Code requires 10 parking stalls plus 1 parking stall for every classroom in the building. In this case there are 43 classrooms, so by that standard the applicant is required to provide 53 parking stalls. The proposed site plan exceeds the requirement by providing an additional 14 stalls. 2. Access The site will be served by two entry points, one that will be a one way entry to the site and another that will be a two way entry point (entry and exit) on the site, and an additional one way exit as outlined on the site plan. 3. Landscape The proposed landscaping materials are shown on the attached landscape plan. The applicant is proposing to plant trees, shrubs and grasses which will complement the layout of the development. The plan meets the City’s landscape requirements. Staff has added a requirement that extra screening be installed along the southern property line to provide additional visual screening and minimize noise for the adjacent residential property to the south. 4. Lot Dimension, Height and Setback Requirements The property meets the city’s code requirements for lot size for the proposed use. The building is articulated and attractive, and staff believes will fit well in the neighborhood in terms of size and appearance. The applicant has requested a variance to the height requirement for a portion of the building on the south end of the property. This part of the building will be three floors (as shown on the attached plan) and is proposed to be 41 feet at the highest point, exceeding the code allotment of 35 feet. The applicant argues that the need for the variance came from their best attempt to meet other code requirements for lot coverage and wanting to provide ample green space on site. Also, the property has significant grade changes on all three sides of the property, limiting the area that the building can be located and creating limits to grading activities, and a need to reduce the building footprint. 249 City of Columbia Heights Planning Commission September 4, 2019 Planning Report Page 3 The building meets setback requirements; however the applicant is requesting a variance for the parking setback, reducing the setback from 30 feet from the property line to 15 feet. In order to provide adequate parking, on site circulation for drop off and pick, and appropriate locations for the bus lane, the parking lot is proposed to encroach into the required parking setback. This is a unique parcel, in that it has three street frontages, which by ordinances are considered front and corner side yards for setback purposes. The setback otherwise would be 10 feet on University, and 4th Street and 30 feet on 42nd Ave NE. In this case the applicant is proposing 15 feet on all three sides of the property. Staff believes that this request is reasonable as the proposed parking lot layout makes good use of the available space and still provides adequate screening and a distance of 15 feet to the property line. The final Variance request is in regards to a specific standard that the City’s zoning code outlines for k-12 schools, specifically a requirement that the parcel area must be four times the size of the building footprint. In this case, the applicant is requesting a variance of 2,518 sq. ft. for the building footprint. The code would allow for the applicant to have up to 32,840 sq. ft. of building footprint, whereas the applicant is proposing a building footprint of 35,358 sq. ft. Staff believes this is a reasonable request for the site, and does not anticipate that it will make a significant difference in the function of the pedestrian and vehicular movement on site. 5. Other Signage will be addressed administratively, through the sign permit process. FINDINGS OF FACT Section 9.104 (H) of the Zoning Ordinance outlines findings of fact that must be met in order for the City to approve a Conditional Use Permit. They are as follows: (a) The use is one of the conditional uses listed for the zoning district in which the property is located, or is a substantially similar use as determined by the Zoning Administrator. This is correct. K-12 schools, public or private, are specifically listed as a permitted conditional use in the zoning district. (b) The use is in harmony with the general purpose and intent of the Comprehensive Plan. The Comprehensive Plan guides this property for institutional use. The property is proposed to be used as it has been historically, and as guided in the Comprehensive Plan, for an institutional use; therefore the proposed use is in harmony with the purpose and intent of the Comprehensive Plan. (c) The use will not impose hazards or disturbing influences on neighboring properties. This is correct. The applicant will adhere to specific development standards as it relates to K-12 schools, which are meant for unique characteristics of certain land uses. The standards are meant to protect the neighboring properties from any hazardous or disturbing influences. Also, 250 City of Columbia Heights Planning Commission September 4, 2019 Planning Report Page 4 due to the fact that the property has historically been used for a religious and educational facility, hazards or disturbing influences are not anticipated. (d) The use will not substantially diminish the use of property in the immediate vicinity. Staff does not anticipate that the K-8 school operation will substantially diminish the use of the property in the surrounding area. (e) The use will be designed, constructed, operated and maintained in a manner that is compatible with the appearance of the existing or intended character of the surrounding area. Since the property has been used for institutional purposes since the neighborhood was developed, staff believes that the proposed development will be compatible with the appearance of the surrounding area and that the school will fit in with the character of the neighborhood. (f) The use and property upon which the use is located are adequately served by essential public facilities and services. This is correct. (g) Adequate measures have been or will be taken to minimize traffic congestion on the public streets and to provide for appropriate on-site circulation of traffic. The on-site circulation of traffic has been detailed in a traffic management plan. Staff believes the site plan minimizes traffic congestion on local roads. Staff has added a condition that if the school’s drop off and pick up routing results in delay on the surrounding local streets or has a negative traffic impact, a new traffic management plan will be required to be submitted for review to address operational deficiencies. (h) The use will not cause a negative cumulative effect, when considered in conjunction with the cumulative effect of other uses is the immediate vicinity. This is correct. (i) The use complies with all other applicable regulations for the district in which it is located. This is correct FINDINGS OF FACT Section 9.104 (N) of the Zoning Ordinance outlines findings of fact that must be met in order for the City to approve a Site Plan. They are as follows: 251 City of Columbia Heights Planning Commission September 4, 2019 Planning Report Page 5 a. The Site Plan conforms to all applicable requirements of this article. The Site Plan meets the City’s requirements with the exception of the requested variance for a portion of the building height, lot coverage and parking setback. Staff believes that the applicant is proposing to use the property in a manner that is reasonable, and that the requested variances are unique to this property, and that the variances will not change the character of the area. The proposed building will be shorter than what is currently on the parcel, and the paved area will be reduced, improving storm water runoff conditions with proper storage, and overall site appearance with the additional landscaping. b. The Site Plan is consistent with the applicable provisions of the City’s Comprehensive Plan. This is correct. The Comprehensive Plan guides this area for institutional use. The proposed building is for an institutional use. c. The Site Plan is consistent with any applicable area plan. There is no area plan for this parcel. d. The Site Plan minimizes any adverse impacts on property in the immediate vicinity and the public right-of-way. This is correct. FINDINGS OF FACT Section 9.104 (G) of the Zoning Ordinance outlines five conditions that must be met in order for the City Council to grant a Variance. They are as follows: (a) Because of the particular physical surroundings, or the shape, configuration, topography, or other conditions of the specific parcel of land involved, strict adherence to the provisions of this article would cause practical difficulties in conforming to the zoning ordinance. The applicant, however, is proposing to use the property in a reasonable manner not permitted by the zoning ordinance. This is correct. Due to the elevation changes, desire to preserve green space and multiple street frontages, the most logical and practical place for the building and parking area is as proposed. It appears that the provisions of the code would cause a practical difficulty for the applicant. (b) The conditions upon which the variance is based are unique to the specific parcel of land involved and are generally not applicable to other properties within the same zoning classification. This is correct. The conditions are unique to this property due to the provision in the zoning code, the fact that the parcel has street frontage on three sides, and that there are grade 252 City of Columbia Heights Planning Commission September 4, 2019 Planning Report Page 6 changes on all side of the property. Also, it is important to note that there are not many parcels this size in this zoning district that would accommodate for a new school, without significant land acquisition, thus the likelihood of other properties in the same zoning classification requesting these variances for a school is unlikely. (c) The practical difficulties are caused by the provisions of this article and have not been created by any person currently having a legal interest in the property. This is correct. (d) The granting of the variance is in harmony with the general purpose and intent of the Comprehensive Plan. This is correct. The proposed use of the property is consistent with the Comprehensive Plan. (e) The granting of the variance will not be materially detrimental to the public welfare or materially injurious to the enjoyment, use, development or value of property or improvements in the vicinity. This is correct. RECOMMENDATION Staff recommends that the Planning Commission recommend that the City Council approves the request for a Conditional Use Permit, Site Plan Review and Variances for the property located at 4141 University Ave NE. subject to the conditions listed below. Motion: Move to waive the reading of Resolution No. 2019-71, there being ample copies available to the public. Motion: Move to recommend that the City Council approve the conditional use permit and proposed site plans for a K-8 school to be located on the property at 4141 University Ave NE., subject to certain conditions of approval. 1. The building and site shall be meet all requirements found in the Fire Code and the Building Code. 2. All on-site mechanical equipment shall be placed and/or screened so as to minimize the visual impact on adjacent residential properties and from public streets. Screening may be accomplished through the use of walls or other design features that are architecturally compatible with the principal structure, screening vegetation, landscaping and integrated parapet walls of sufficient height, or other means as approved by the Zoning Administrator. 3. 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. 4. The applicant will install stop signs on the two driveway exits. 5. The applicant will install additional screening along the southern property boundary to 253 City of Columbia Heights Planning Commission September 4, 2019 Planning Report Page 7 minimize visual and noise impact to the adjacent residential property. The screening will consist of landscaping and can include fencing as approved by the Zoning Administrator. A plan detailing additional screening along this boundary shall be submitted and approved prior to the issuance of a building permit. 6. A fence no less than 4 feet shall run around the full perimeter of the southern end of the property and include the area south of the building and wrap around to include the playground area on the east side of the building. 7. If the school’s drop off and pick up routing results in delay on the surrounding local streets or has a negative traffic impact, a new traffic management plan will be required to be submitted for review to address operational deficiencies. 8. The applicant will install at minimum, two bike racks on the property adjacent to the building entrances, or near the playground and/or where practical. 9. The property owner and the City will enter in to a development contract governing site improvements and shall be executed by the property owner and the City prior to the issuance of a building permit. 10. The applicant shall meet requirements outlined in the Public Works Department Review Letter, dated August 26, 2019. 11. All City storm water management requirements and Mississippi Watershed Management Organization requirements shall be achieved for this property. 12. The applicant shall meet requirements outlined in the Fire Department Review Letter, dated August 27, 2019. 13. Site and elevation plans included in this submittal, shall become part of this approval. 14. All other applicable local, state, and federal requirements shall be met at all times. ATTACHMENTS Resolution No. 2019-71 Applications Letter of Support for MWMO Grant Application Public Works Department Review Letter Fire Department Review Letter Applicant’s Narratives Site Plans Transportation Management Plan Turning Template Exhibits Storm Water Management Report 254 City of Columbia Heights | Community Development 590 40th Ave NE, Columbia Heights, MN 55421 ▪ Ph: 763-706-3670 ▪ www.columbiaheightsmn.gov 20190723 July 22, 2019 Marcy Bean, Capital Projects & Stewardship Specialist Mississippi Watershed Management Organization 2522 Marshall Street NE Minneapolis, MN 55418 Re: Stewardship Fund Grant Application-4141 University Ave NE. Columbia Heights, MN 55421 Dear Ms. Bean, We are writing this letter to let you know that we enthusiastically support the Stewardship Fund Grant application, made by Prodeo Academy. Recently, Prodeo Academy purchased the property located at 4141 University Ave NE. The site is a former school and religious facility that has been in disrepair and mostly vacant for a number of years. Prodeo Academy intends to demolish the existing structures and construct a new educational facility on the property. As part of the redevelopment of the site, storm water management will be required throughout the site to achieve City and Mississippi Watershed Management Organization requirements. It is my understanding that Prodeo will be applying for the planning grant to assist in creating a plan for a water quality project. They have indicated they are committed to implementing water quality control and being stewards of our watershed. In our role as planning and engineering staff, we know the importance of implementing sound water quality projects through redevelopment, and the important impact these projects have on the overall health and environment of our community. We hope the water quality project will be an educational opportunity for the children attending the school, as well as the local neighborhood, and broader community. Thank you for your consideration of this planning grant application. Sincerely, Elizabeth Hammond, City Planner Kevin Hansen, City Engineer/Public Works Director 255 CITY OF COLUMBIA HEIGHTS Public Works Department TO: ELIZABETH HOLMBECK CITY PLANNER FROM: KEVIN HANSEN PUBLIC WORKS DIRECTOR/CITY ENGINEER LAUREN LETSCHE STORMWATER SPECIALIST DATE: August 26, 2019 SUBJECT: Prodeo Academy I have reviewed the site plan and storm water calculations submittal packet dated 8/7/2019, and have the following requirements/comments for final approval by PW/Engineering: General / Plat  The City shall require a pre-construction conference prior to any land alteration activities beginning.  The maintenance of the storm sewer BMP shall be defined in a separate planning document and will require an easement per City and MWMO requirements.  Comments herein are based on the City submittal plans. Final review comments will be based on from the final or construction plan set.  Transportation Management Plan: is there any additional information available to indicate PM exit routing of the buses to University Avenue? Grading / Landscaping  The plan set will require an erosion control plan and project SWPPP, meeting City and MWMO requirements.  Prior to site activities, please provide the City with a copy of Site NPDES Construction Permit.  Perimeter and entrance erosion control measures shall be installed and inspected by the Engineering department prior to site grading activities beginning. Coordinate erosion control measures with the Engineering department if building construction is initiated prior general site grading.  All slopes greater than 4:1 shall be provided erosion control blanket.  Catch basin inlet protection, such as Wimco’s or equivalent shall be provided on catch basins until restoration is completed. The low point CB’s immediately adjacent to the project shall also be protected.  Location of tree installations and utility locations should be coordinated to maintain 10’ separation from all utilities. 256 ROW / Utilities / Paving  All utilities and storm water features serving the Development shall be privately owned and maintained. All utilities shall meet the City of Columbia Heights specifications for materials and installation.  Site/Civil work shall be inspected by the City Engineering Department (connection to existing utility system). 24-hour advance notice of an inspection is required.  The Storm Water Plan generally meets the requirements of the City for post < pre development rate control but it is unclear how the 1.1 inch is being infiltrated on site (MWMO Standard Appendix D).  The storm water report indicates infiltration within the infiltration BMP. Please provide soil borings to verify infiltration rates.  Pretreatment measures must be consistent with the Minnesota Stormwater manual. The stormwater report indicated additional pretreatment may come from the StormTech SC-310. The Minnesota Stormwater Manual provides that the first row would be sacrificial for pretreatment. If only 1 row of the SC-310 is being used, please provide additional pretreatment.  Provide a set of as-built drawings meeting City requirements at the completion of site/civil construction in both hardcopy and electronic (pdf) format.  All stormwater best management practices (BMP’s) need to be placed in designated drainage and utility easements.  How will the roof drains be connected into the storm sewer (rate control)?  The slope of the 12” HDPE at the outlet of the storm sewer BMP develops velocities of 28 fps discharging into an existing structure. Please adjust so that velocities to not exceed 10 fps.  Segments of the storm sewer pipes are shown with a 0.30% grade. For constructability, we would recommend a 0.50% grade.  The City does not allow sewer service connections into manholes. Please modify the new sanitary sewer service on 4th Street to a minimum of 3 feet outside of the manhole.  The size of the existing water service needs to be field verified – it may be a 4-inch line.  The existing utility disconnects including the sanitary on 4th Street and water service on University Service Drive, must be made be made in accordance with City standards and inspected by the utility department.  How will the ‘grade break’ be accomplished on the 12” storm sewer on the south side of the parking lot near the entrance drive?  Please add ‘stop’ signs at the development driveway exit(s). Please provide one full size and one 11x17 set of Final or Construction Plans to the Engineering department prior to construction. If you have any questions or need further information, please contact me at (763) 706-3705. C: Kathy Young, Assistant City Engineer Lauren Letsche, Storm Water Specialist KH:kh G: \Users\Public Works\plan reviews\2019\Prodeo Academy_08262019.doc 257 20190827 Prodeao Academy Site Plan Review.docx 08/27/2019 Prodeo Academy Site Plan 4141 University Ave NE Rehder & Associates. Inc. Review of the Prodeo Academy Site Plan is complete. This review consisted of the C.2 document dated 8/7/2019. The following report evaluates the site plan drawings for compliance with the Minnesota State Fire and Building Codes, NFPA Standards, and Columbia Heights Fire Department Policies. Based on description in applicant’s narrative, the review is based on the building having a MN State Fire Code Group E – Educational occupancy classification. 1. The occupancy use of the proposed building requires the installation of an approved automatic sprinkler system throughout the building. 2. The occupancy use of the proposed building requires the installation of an approved fire alarm system. 3. Submitted plans do not illustrate locations of fire department sprinkler system connection, hydrant locations, fire lanes, or fire department access roads. Applicant shall submit site plan addressing fire protection features prior to site approval. 4. Applicant is required to comply with all applicable Minnesota State Fire and Building Codes, NFPA Standards, and Columbia Heights Fire Department Policies. 5. Information for Applicant’s Traffic turning template Aerial Fire Truck • Overall length: 41ft 6 in • Overall width: 10ft 6in • Overall Body Height: 11ft 6 in • Min Body Ground Clearance: 7 in • Angle of Approach: 5.4 degrees • Angle of Departure: 4.3 degrees • GVWR: 73,500 Respectfully submitted, Captain Daniel O’Brien 258 Prodeo Academy Site Plan Application Narrative Friends of Prodeo Inc., an Affiliated Building Company of Prodeo Academy intends to purchase and redevelop the site located at 4141 University Ave NE for use as a PreK-8 pubic charter school. The site is currently occupied by Oak Hill Baptist Church and is surrounded by residential properties. University Ave. Service Road and University Ave. are immediately west of the site. Prodeo Academy is a network of college preparatory schools that develop students to be critical thinkers and intelligent leaders, expanding their opportunities to contribute positively and productively to society. Founded in 2013 in the City of Columbia Heights, Prodeo Academy currently operates a Minneapolis campus servings 575 students in grades Pre-K-5 and a St. Paul campus serving 75 students in grades K-1. Friends of Prodeo Inc. will lease to Prodeo Academy, allowing it to relocate its existing and growing Minneapolis program to the new site at 4141 University Ave. NE., eventually serving 910 students in grades Pre-Kindergarten through eighth. Prodeo’s new facility development will include the demolition of the existing buildings and construction of a new school building, including gymnasium, a playground, greenspace, improved landscaping, and a 67-space surface parking lot. In order to minimize traffic congestion on public streets, the parking lot configuration provides on-site circulation of traffic and will accommodate all arrival and dismissal activities on-site. When complete, the school will be approximately 71,900 square feet in size. The building will offer PreK- 8th grade classroom spaces including science labs, a music room, art room, student support spaces, and administration spaces. Amenities such as a gymnasium, stage, student/community commons spaces, a service kitchen, and cafeteria, will accommodate a full range of PreK-8 and community programming. Prodeo Academy is also seeking a planning grant and action grant through the Mississippi Watershed Management Organization to explore additional and innovative storm water management strategies on site beyond code requirements. 259 Prodeo Academy Conditional Use Permit Application Narrative Friends of Prodeo Inc., an Affiliated Building Company of Prodeo Academy intends to purchase and redevelop the site located at 4141 University Ave NE for use as a PreK-8 pubic charter school. The site is currently occupied by Oak Hill Baptist Church and is surrounded by residential properties. University Ave. Service Road and University Ave. are immediately west of the site. Prodeo Academy is a network of college preparatory schools that develop students to be critical thinkers and intelligent leaders, expanding their opportunities to contribute positively and productively to society. Founded in 2013 in the City of Columbia Heights, Prodeo Academy currently operates a Minneapolis campus servings 575 students in grades Pre-K-5 and a St. Paul campus serving 75 students in grades K-1. Friends of Prodeo Inc. will lease to Prodeo Academy, allowing it to relocate its existing and growing Minneapolis program to the new site at 4141 University Ave. NE., eventually serving 910 students in grades Pre-Kindergarten through eighth. Prodeo’s new facility development will include the demolition of the existing buildings and construction of a new school building, including gymnasium, a playground, greenspace, improved landscaping, and 67 surface parking spaces. In order to minimize traffic congestion on the surrounding public streets, the on-site parking and drive configuration will accommodate all arrival and dismissal activities. (Just changing it up a bit from the previous paragraph) When complete, the school will be approximately 71,900square feet in size. The building will offer PreK- 8th grade classroom spaces including science labs, a music room, art room, student support spaces, and administration spaces. Amenities such as a gymnasium, stage, student/community commons spaces, a service kitchen, and cafeteria, will accommodate a full range of PreK-8 and community programming. Prodeo Academy is also seeking a planning grant and action grant through the Mississippi Watershed Management Organization to explore additional and innovative storm water management strategies on site beyond code requirements. 260 Variance Application Narrative – Building Height Prodeo Academy is seeking a building height variance of 6’-0’’ for the proposed property. Existing code allows for a maximum height of 35’-0”. Prodeo is proposing a multi-story building with a maximum height of 41’-0”. The unique physical characteristics of the parcel, including significant grade change, narrow residential streets surrounding the property, and no access south on University Ave. Service Rd. cause practical difficulties in conforming to zoning ordinance that minimizes lot coverage and minimizes traffic congestion on public streets. Proposed building design is comprised of three elements each of varying heights the tallest of which is the three-story student classroom wing 41’-0”, a 28’-0” gymnasium and 18’-0”to 21’-6” student support and administrative area. Building massing and composition as illustrated in attached exhibit provides a building form which relates to and corresponds with the surrounding neighborhood. The variance request applies to the three story portion of proposed building containing student classrooms, as illustrated in attached exhibit. This site presents unique challenges that necessitated the introduction of a three-story building. The site has significant grade change from east to west with a differential of 20- to 30-feet across the site, depending on location. With the goal of constructing the simplest, accessible building the main level needed to be at one elevation. Taking the building upward, rather than outward, allowed us to reduce the footprint and allowed for more area around the building perimeter to mitigate the large differentials in grade. The second unique challenge of this site is the very narrow public streets on two sides (west and north). Typically a school in a similar setting would make use of surrounding public streets for some portion of pick up or drop off of students. Given these limitations on the west and north sides, we made it an internal project goal to accommodate all pick up and drop off transactions internal to the site. Making this accommodation due to limited, adjacent public street width, requires more pavement surrounding the building on-site, which limits the available area for the building footprint, again driving the building upward vs. outward. As illustrated in the exhibit all building setbacks required are at a minimum double the required 30’-0” required per zoning and as such the impacts of building along street front and pedestrian walkways are greatly reduced. The 3-story 41’-0” building allows for greater site area for parking lot configuration that provides full on-site circulation of traffic and will accommodate all buses and parent drop-off/pickup fully on-site for both morning arrival and afternoon dismissal. The granting of the variance will be materially beneficial to the public welfare in minimizing traffic impacts, increasing available green space and improving access to light and air from current conditions given that the current Oak Hill Baptist structure is 42’-6”. 261 Variance Application Narrative – Lot Coverage Prodeo Academy is seeking a lot coverage variance of 2,519 square feet (SF) for the proposed property. Existing K-12 school specific development standards requires a 4:1 ratio for lot area to building footprint, or 32,840-SF footprint on the 131,359-SF lot. Prodeo is proposing a 35,358-SF footprint or a 3.72:1 ratio. This site is unique in that it is encumbered by a right-of-way (ROW) easement along its westerly boundary that was likely established when MN/DOT took property for both University Avenue and the Service Road. The ROW taken for the easement is approximately 24-feet east of the easterly curb line of the Service Road, which is well in excess of typical boulevard widths within the City. The width taken by MN/DOT may have been based on anticipated needs for future expansion. It is our understanding that MN/DOT has now turned the Service Road back to the City of Columbia Heights. Typical boulevards in the City are approximately 14-feet where sidewalks are present and much less where there are no sidewalks. If the boulevard were a more typical 14-feet (not the existing 24-feet), the effective lot area would increase to 136,250-SF and an effective coverage ratio of 3.85 (still requiring a variance, but less so). The effective lot width necessary to provide the full 4:1 ratio would place the effective lot line approximately 3.5-feet east of the east curb line. This is a very narrow boulevard, but not unprecedented in the City. To be clear, we are not requesting a vacation of any portion of the ROW easement. The discussed “effective” lot line locations, resulting areas, and ratios were for illustrative purposes only. Approval of variance will provide site configuration which addresses handicap accessibility, maximizes green space and minimizes traffic congestion on public streets. The 35,358-SF building footprint provides a design that supports building entry points for a parking lot configuration that provides full on- site circulation of all traffic and will accommodate buses and parent drop-off/pickup fully on-site for both morning arrival and afternoon dismissal. Prodeo Academy has committed thru application for MWMO Planning Grant to explore and design additional innovative water management strategies beyond code minimum and to facilitate community engagement and awareness of water management. Prodeo will also be applying for an Action Grant of $50,000 to further best practices to site development and limit run off impacts. To best preserve community green space and better the hydrological impact of the site within the watershed district the proposed site configuration looks to reduce the current impervious area from 84,872-SF to 79,744-SF. Furthermore, Prodeo Academy intends to build a new playground onsite which will be made available for neighborhood use. 262 Variance Application Narrative – Parking Setback Prodeo Academy is seeking a parking lot setback variance of 15’-0’’ for the front yard (42nd Ave. NE) and the corner sides (4th Street and University Ave Service Road). Parking setback of 30’-0” is required for front yard and corner sides. This site is unique in its configuration and surrounding public improvements. The site is bound on three sides by public rights-of-way. This means that the site is constrained on three sides by 30-foot front and corner side parking setbacks. A more typical site would be constrained by one or, possibly, two 30-foot parking setbacks that, without a variance, might have allowed for the necessary site area for this project. Secondly, and as discussed in one of our other variance narratives, two of the three surrounding streets are very narrow, limiting student pick up or drop off activities. With an internal project goal of constraining all pick up and drop off transactions internal to the site and providing on-site parking well beyond the city-required minimums, there is a need to push parking setbacks to the currently-proposed 15-feet. Prodeo is proposing a 15’-0” setback to all parking areas with appropriate screening and landscaping per ordinance. The unique physical characteristics of the parcel, including significant grade change, narrow residential streets surrounding the property, and classification as double corner lot cause hardship in conforming to zoning ordinance. A 15’-0” setback variance for the corner side and front yard allows for a parking lot configuration that provides full on-site circulation of traffic and will accommodate all buses and parent drop-off/pickup fully on-site for both morning arrival and afternoon dismissal. Site configuration has been developed to place largest areas of paving / parking along the site’s westerly boundary where no adjacent homeowners will be impacted. Parking lot area at north will be provided landscape buffer comprised of both plantings and decorative fencing aligning with the city ordinances. Granting of the variance will be materially beneficial to the public welfare in minimizing traffic impacts and preserving open green space. Please refer to existing conditions photos which illustrate what will be the continued minimal visual impacts of parking areas on site due to grade and improved landscape plantings and decorative fencing as planned lots effectively are in similar locations but further set back from property lines than current 9’ lot setbacks. 263 Symbols DETAIL NUMBER SHEET NUMBER AREA TO BE DETAILED OR ENLARGED ACTUAL NORTH (IF DIFFERENT) REVISION TYPE SHEET NUMBER SECTION NUMBER 5 A8.1 MATCH LINE SHEET NUMBER ELEVATION NUMBER A7.2 12 13 14 15 NORTH ARROW DETAIL REFERENCESECTION REFERENCE REVISION IDENTIFICATIONTITLE MARKER ROOM IDENTIFICATION ROOM NAME ROOM NUMBER DOOR TAG BREAKLINE ELEVATION REFERENCE WALL TAGWINDOW TAG ELEVATION LABEL MATCHLINE IDENTIFICATION NOTE IDENTIFICATION (LEADER OPTIONAL) 10 A7.1 1 1 A5.1 TOILET ROOM 204 T.O. STL. 100'-0" 20 4 1 VIEW TITLE VIEW SCALE W205 1ASI 5A SEQUENTIAL INDICATOR APPROXIMATE THICKNESS IN INCHES N (WHEN REQ'D) REPRESENTS NEW DOOR REPRESENTS EXISTING DOOR TO REMAIN REPRESENTS EXISTING DOOR TO BE REMOVED. WALLS WITH HATCH INDICATE NEW CONSTRUCTION WALLS SHADED GRAY INDICATE EXISTING TO REMAIN DASHED LINES INDICATE WALLS & ITEMS TO BE REMOVED. PLAN NORTH REVISION NUMBER EARTH COMPACT FILL/SAND POROUS FILL/GRAVEL FACE BRICK MORTAR/PLASTER CMU CONCRETE RIGID INSULATION BATT INSULATION STUD WALL/METAL PLYWOOD GYPSUM BOARD FINISHED WOOD CONT. ROUGH WOOD WOOD BLOCKING BITUMINOUS Materials Star Indicates Project Location ÉåêáÅÜáåÖ ÅçããìåáíáÉë íÜêçìÖÜ ~êÅÜáíÉÅíìêÉ ÇìäìíÜ=G=îáêÖáåá~G=íïáå=ÅáíáÉë ïïïKÇëÖïKÅçã Çê~ïå=ÄóW ÅÜÉÅâÉÇ=ÄóW íóéÉÇLéêáåíÉÇ= å~ãÉW êÉÖK=@W ëáÖå=Ç~íÉW Ç~íÉW éêçàÉÅí=@W ëáÖå~íìêÉW f=ÜÉêÉÄó=ÅÉêíáÑó=íÜ~í=íÜáë=éä~åI= ëéÉÅáÑáÅ~íáçåI=çê=êÉéçêí=ï~ë= éêÉé~êÉÇ=Äó=ãÉ=çê=ìåÇÉê=ãó=ÇáêÉÅí= ëìéÉêîáëáçå=~åÇ=íÜ~í=f=~ã=~=Çìäó= iáÅÉåëÉÇ=^êÅÜáíÉÅí=ìåÇÉê=íÜÉ=ä~ïë= çÑ=íÜÉ=ëí~íÉ=çÑ=jáååÉëçí~K Randy Wagner 21068 ëÜÉÉí=íáíäÉW ëÜÉÉí= åìãÄÉêW 8/7/2019 9:07:20 AM 019062.00 Author Checker Issue Date Prodeo Academy 4141 University Ave NE Columbia Heights, MN 55421 A0.1 Title Sheet Sheet Index Perspective Views 0-Cover Sheet A0.1 Title Sheet 1-Civil C0.0 ALTA Survey C1.0 Site Demolition Plan C2.0 Site Dimension Plan C3.0 Grading, Drainage, & Erosion Control Plan C4.0 Grading, Drainage, & Erosion Control Plan C5.0 Details 2-Architectural A5.1 Exterior Elevations LA1.0 Landscape Plan Location Map Abbreviations Project Number: Prodeo Academy 4141 University Ave NE Columbia Heights, MN 55421 019062.00 Architectural General Notes LAM LAMINATE LVT LUXURY VINYL TILE MAX MAXIMUM MECH MECHANICAL MIN MINIMUM MISC MISCELLANEOUS MTL METAL NIC NOT IN CONTRACT NTS NOT TO SCALE OC ON CENTER OD OVERFLOW DRAIN P.T.PRESSURE TREATED PC PRECAST PLAM / P.LAM.PLASTIC LAMINATE PLYWD PLYWOOD PNT PAINT PTD PAPER TOWEL DISPENSER QT QUARRY TILE RCP REFLECTED CEILING PLAN RD ROOF DRAIN REF REFRIGERATOR REINF REINFORCED REQD REQUIRED RPF STRIP REINFORCED PERIMETER FASTENING STRIP RTU ROOF TOP UNIT (MECH.) RWL RAIN WATER LEADER S.SPLASH SIDESPLASH SACT SUSPENDED ACOUSTICAL CEILING TILE SCHED SCHEDULE SD SOAP DISPENSER SEAL SEALANT SF SQUARE FOOT (FEET) SIM SIMILAR SIP STRUCTURAL INSULATED (OR INSULATING) PANEL SND SANITARY NAPKIN DISPOSAL SPEC SPECIFICATION SS STAINLESS STEEL SSM SOLID SURFACE MATERIAL STL STEEL STRUCT STRUCTURAL CONSULTANT T.O.TOP OF TBB TILE BACKER BOARD TP TOILET PAPER TRTD TREATED TYP TYPICAL UNO UNLESS NOTED OTHERWISE VB VINYL BASE VCT VINYL COMPOSITION TILE VIF VERIFY IN FIELD VWC VINYL WALL COVERING W/WITH W/O WITHOUT WD WOOD ADJ ADJUSTABLE AFF ABOVE FINISHED FLOOR AHU AIR HANDLING UNIT ALT ALTERNATE ALUM ALUMINUM APPROX APPROXIMATE ARCH ARCHITECT B.O.BOTTOM OF B.SPLASH BACKSPLASH BLDG BUILDING BLKG BLOCKING BRG BEARING C-TOP COUNTERTOP CJ CONTROL JOINT CLG CEILING CLR CLEAR CMU CONCRETE MASONRY UNIT COL COLUMN CONC CONCRETE CONT CONTINOUS CPT CARPET CT CERAMIC TILE D DEEP DIA DIAMETER DIM DIMENSION DISP DISPENSER DN DOWN DS DOWNSPOUT DW DISHWASHER EA EACH EIFS EXTERIOR INSULATION & FINISH SYSTEM EJ EXPANSION JOINT ELEC ELECTRICAL EPDM ETHYLENE PROPYLENE DIENE TERPOLYMER ROOFING EQ EQUAL EQUIP / EQPT.EQUIPMENT EXST / EX. / EXIST.EXISTING F.T.FIRE TREATED F.V.FIELD VERIFY FDN FOUNDATION FE FIRE EXTINGUISHER FEC FIRE EXTINGUISHER CABINET FFGB FIBERGLASS FACED GYPSUM BOARD FLR FLOOR FRP FIBERGLASS REINFORCED PANEL FTG FOOTING FUR FURRING GALV GALVANIZED GB GRAB BAR GLAZ GLAZING GYP. BD. / G.BD / GBDGYPSUM BOARD HC HANDICAPPED HM HOLLOW METAL HT HEIGHT ICF INSULATED (OR INSULATING) CONCRETE FORM INSUL INSULATION JST JOIST 1.General Notes apply to all drawing sheets. 2.Review the Construction Documents prior to start of construction. Notify Architect upon encountering any unforeseen conditions, discrepancies, errors, or inconsistencies. 3.Work shall be done in accordance with all rules and regulations of all applicable safety and building codes. The General Contractor is responsible for securing and paying for all permits required and for the scheduling of all required inspections during the course of the project. 4.The General Contractor shall take precautions and be responsible for the safety of all building occupants from construction procedures during construction to minimize disturbances to adjacent spaces and /or structures and their occupants, property, public thoroughfares, etc. Maintain all required exits during construction. 5.All materials and systems shall be installed as per manufacturer's specifications and all construction shall be of industry standard or better. 6.Do not scale drawings. Verify all dimensions in the field for accuracy prior to construction. No extra charge or compensation shall be allowed because of difference between actual dimensions and those indicated on the drawings, unless they contribute to a change in the scope of work. 7.In the event of conflict between data shown on drawings and data shown in the Specification, the Work of greater quality or quantity shall be provided, in accordance with the Architect's interpretation, and no change in the Contract Sum will be permitted. Detail drawings take precedent over drawings of larger scope. Notify Architect if at any time an error or discrepancy is discovered. 8.Immediately notify Architect of any long lead items that will affect the completion date . 9.All wood in contact with concrete or concrete block to be pressure treated - typical. 10.Provide metal backing and / or treated wood blocking for all wall mounted equipment (grab bars, toilet room accessories, TV mounts, headwalls, equipment rails, etc.) Verify height and length with actual equipment. 11.Patch all disturbed fireproofing as required to maintain rating. Repair and install all fireproofing as required by code. Fireproof any new penetrations required by the work. Refer to code summary for ratings. êÉîáëáçå=L áëëìÉ åçK Ç~íÉ 1 West Perspective 2 East Perspective 264 26 5 26 6 26 7 26 8 26 9 27 0 Level 1 100'-0" Roof 139'-0" 1 Level 2 113'-0" Level 3 126'-0" 2 3 54 40 ' - 0 " PREFINISHED PARAPET CAP FLASHING PRECAST ACCENT COLOR C PRECAST ACCENT COLOR D ALUMINUM GLAZING SYSTEM COLOR B METAL PANEL CLADDING SYSTEM ALUMINUM GLAZING SYSTEM COLOR A ACCENT TINTED GLAZING PANELS Level 1 100'-0" Roof 139'-0" A Level 2 113'-0" Level 3 126'-0" CDE B 21'-6" 28'-0" 41'-0" 15'-6" PREFINISHED PARAPET CAP FLASHING PRECAST ACCENT BAND COLOR A PRECAST PANEL INTEGRAL COLOR B PRECAST ACCENT BAND COLOR C PRECAST ACCENT COLOR D PREFINISHED FASCIA AND SOFFIT PANEL METAL PANEL CLADDING SYSTEM ALUMINUM GLAZING SYSTEM COLOR A BUILDING MOUNTED SIGNAGE ALUMINUM ENTRY SYSTEM COLOR B GLAZED UNIT MASONRY Level 1 100'-0" Level 1 100'-0" Roof 139'-0" Roof 139'-0" 1 Level 2 113'-0" Level 2 113'-0" Level 3 126'-0" Level 3 126'-0" 2354 28 ' - 0 " 15 ' - 6 " Level 1 100'-0" Roof 139'-0" A Level 2 113'-0" Level 3 126'-0" C D EB 23'-6" 28'-0" 41'-0" Glazing Percentages WEST ELEVATION WALL AREA:2,624 S.F. GLAZING AREA:951 S.F. GLAZING PERCENTAGE:36.2% SOUTH ELEVATION WALL AREA:1,091 S.F. GLAZING AREA:384 S.F. GLAZING PERCENTAGE:35.2% EAST ELEVATION WALL AREA:2,624 S.F. GLAZING AREA:710 S.F. GLAZING PERCENTAGE:27.1% NORTH ELEVATION WALL AREA:1,091 S.F. GLAZING AREA:62 S.F. GLAZING PERCENTAGE 5.7% TOTAL WALL AREA:7,430 S.F. GLAZING AREA:2,107 S.F. GLAZING PERCENTAGE:28.4% NOTE: GLAZING PERCENTAGES TAKEN FROM 2'-0" TO 10'-0" ABOVE FINISHED FLOOR ÉåêáÅÜáåÖ ÅçããìåáíáÉë íÜêçìÖÜ ~êÅÜáíÉÅíìêÉ ÇìäìíÜ=G=îáêÖáåá~G=íïáå=ÅáíáÉë ïïïKÇëÖïKÅçã Çê~ïå=ÄóW ÅÜÉÅâÉÇ=ÄóW íóéÉÇLéêáåíÉÇ= å~ãÉW êÉÖK=@W ëáÖå=Ç~íÉW Ç~íÉW éêçàÉÅí=@W ëáÖå~íìêÉW f=ÜÉêÉÄó=ÅÉêíáÑó=íÜ~í=íÜáë=éä~åI= ëéÉÅáÑáÅ~íáçåI=çê=êÉéçêí=ï~ë= éêÉé~êÉÇ=Äó=ãÉ=çê=ìåÇÉê=ãó=ÇáêÉÅí= ëìéÉêîáëáçå=~åÇ=íÜ~í=f=~ã=~=Çìäó= iáÅÉåëÉÇ=^êÅÜáíÉÅí=ìåÇÉê=íÜÉ=ä~ïë= çÑ=íÜÉ=ëí~íÉ=çÑ=jáååÉëçí~K Randy Wagner 21068 ëÜÉÉí=íáíäÉW ëÜÉÉí= åìãÄÉêW 8/7/2019 9:07:23 AM 019062.00 Author Checker Issue Date Prodeo Academy 4141 University Ave NE Columbia Heights, MN 55421 A5.1 Exterior Elevations 3/32" = 1'-0" 2 South Elevation 3/32" = 1'-0" 1 West Elevation 3/32" = 1'-0" 3 North Elevation 3/32" = 1'-0" 4 East Elevation êÉîáëáçå=L áëëìÉ åçK Ç~íÉ 271 ÉåêáÅÜáåÖ ÅçããìåáíáÉë íÜêçìÖÜ ~êÅÜáíÉÅíìêÉ ÇìäìíÜ=G=îáêÖáåá~G=íïáå=ÅáíáÉë ïïïKÇëÖïKÅçã Çê~ïå=ÄóW ÅÜÉÅâÉÇ=ÄóW íóéÉÇLéêáåíÉÇ= å~ãÉW êÉÖK=@W ëáÖå=Ç~íÉW Ç~íÉW éêçàÉÅí=@W ëáÖå~íìêÉW f=ÜÉêÉÄó=ÅÉêíáÑó=íÜ~í=íÜáë=éä~åI= ëéÉÅáÑáÅ~íáçåI=çê=êÉéçêí=ï~ë= éêÉé~êÉÇ=Äó=ãÉ=çê=ìåÇÉê=ãó=ÇáêÉÅí= ëìéÉêîáëáçå=~åÇ=íÜ~í=f=~ã=~=Çìäó= iáÅÉåëÉÇ=^êÅÜáíÉÅí=ìåÇÉê=íÜÉ=ä~ïë= çÑ=íÜÉ=ëí~íÉ=çÑ=jáååÉëçí~K Randy Wagner 21068 ëÜÉÉí=íáíäÉW ëÜÉÉí= åìãÄÉêW 8/6/2019 1:56:16 PM 019062.00 Author Checker Issue Date Prodeo Academy 4141 University Ave NE Columbia Heights, MN 55421 LA1.0 LANDSCAPE PLAN 1" = 30'-0" 1 Landscape Plan PLANTING NOTES Contractor shall verify locations with all utililies prior to installation of plants. Contractor shall provide one year guarantee of all plant materials. The guarantee begins on the date of the Owner’s final acceptance of the initial plantings. Replacement plant materials shall also have a one year guarantee commencing upon date of replacement planting. All plants to be northern—grown and hardy. Plants to be installed as per standard AAN planting practices. Use minimum 12" loam planting soil on trees and 6" on shrubs (sides and bottom). An in-ground irrigation system will be provided for the landscaped areas at the front of the building as required by the City. Staking of trees required; reposition if not plumb after one year. Wrap all smooth—barked trees—fasten top and bottom. Remove by April 1. Open top of burlap on BB materials; remove pot on potted plants; split and break apart peat pots. Prune plants as necessary — per standard nursery practice. Owner shall be responsible for maintenance after acceptance of the work by the Owner. Plants shall be immediately planted upon arrival at site. Properly heel—in materials if necessary, temporarily. All disturbed areas to be seeded unless otherwise noted. Planting beds for shrubs shall have (4 oz. min.) weed barrier fabric, 5" of double shredded hardwood mulch and 4" tall commercial grade black edging. All wood mulch shall be double shredded dark brown hardwood mulch free of soil and debris. Wood mulch shall be used around all trees, in parking lot islands, and shrub beds. Metal landscape edging to be provided along edge of all planting beds as indicated on drawings. Avoid weed barrier around perennials and ornamental grasses. A preeminent weed inhibitor such as Preen shall be used in all planting beds. All boulders with no dimension less than 18" found on site during excavaton to be stockpiled for reuse. LANDSCAPE REQUIREMENTS 1246/50 = 25 overstory, coniferous, or existing trees. Existing overstory trees = 3 as indicated on landscape plan Provided new trees =37 Required Trees 1:50' of lot perimeter 2acres : 4 = 8 overstory or coniferous. Provided new overstory 50% = 4 Provided new coniferous 50% = 4 Required Trees 4:1 acre of lot coverage 67/20 = 4 overstory or coniferous. Provided new overstory 50% = 2 Provided new coniferous 50% = 2 Required Trees 1:20 per parking stall Overstory Deciduous = 18 Coniferous = 13 (32% of Total) Decidous Ornamental = 6 Trees Provided êÉîáëáçå=L áëëìÉ åçK Ç~íÉ 272 Prodeo Academy Future Building Site Existing Conditions Exhibit South West Site Perspective North West Site Perspective South East Site Perspective North East Site Perspective 273 Total Building Perimeter - 1,037ft Building Perimeter Fronting Public Way- 754ft Building Perimeter Requiring Variance - 416ft 86'-6" 86'-6" 82 ' - 6 " 78 ' - 0 " 64'-3" 110'-3" 46'-0" 63'-0" T.O.W. 28'-0" T.O.W. 18'-0" T.O.W. 41'-0" 107'-0" 4th S t r e e t Unive r s i t y A v e S e r v i c e R o a d 42nd A v e N E 42 n d A v e N E Unive r s i t y A v e S e r v i c e R o a d 4th S t r e e t Building Height Variance Exhibit North East Axonometric View South West Axonometric View 274 Building Material Sample Photos Metal Wall PanelAluminum Curtain Wall Aluminum Storefront Window Integral Colored Architectural Precast Wall Painted Architectural Precast Wall Glazed Block 275 Exterior Rendering - Entry View 276 Exterior Rendering - Approach View 277 Exterior Rendering - West Facade GLAZED BLOCK INTEGRAL COLORED ARCHITECTURAL PRECAST WALL PAINTED ARCHITECTURAL PRECAST WALL METAL WALL PANEL ALUMINUM CURTAIN WALL ALUMINUM STOREFRONT WINDOW 278 Exterior Rendering - Courtyard View 279 PO Box 16269, St. Louis Park, MN 55416 888.232.5512 www.SpackConsulting.com Transportation Management Plan To: Rick Campion, Executive Director, Prodeo Academy From: Max Moreland, PE, PTOE Date: August 5, 2019 Re: Prodeo Academy Transportation Management Plan Spack Consulting has been contracted to complete a Transportation Management Plan for Prodeo Academy; a proposed K-8 Charter School at 4141 University Avenue Northeast in Columbia Heights, Minnesota. This Transportation Management Plan addresses: • Off street parking • Student loading and unloading, including buses • Traffic control • The impact of the facility on the surrounding roadways Conclusions Based on the analyses in this Transportation Management Plan, traffic generated by the Prodeo Academy will be adequately accommodated if the following measures are implemented: • Painting the bus loading areas onto the pavement of the western parking lot. • Utilizing barriers in the morning student unloading period to block the entry to the school from 4 th Street and reduce the entry on University Service Road to one lane. • Utilizing faculty to assist the loading/unloading of students in the following areas (at a minimum): o Along the sidewalk in the morning period to direct vehicles to efficiently use the space in the unloading zone. o At either end of the bus laoding areas in the afternoon to keep any students from walking out beyond the buses. o At the University Service Road access in the afternoon to direct parent vehicles to stop allowing buses to enter. o At the north end of the sidewalk in the afternoon guiding students and parent vehicles loading there. o At the north end of the parent vehicle queue in the afternoon to direct vehicles to stop when buses are departing and to go when there is space to load. • Providing detailed instructions for the parent drop-off/pick-up procedure on the school website and in a separate communication at the beginning of each school year and for all new students. • Buses exiting the site will travel north or south along 4th Street to reach either 44th Avenue or 40th Avenue. The buses that are going north will not exit the site and get to 44th Avenue via University Service Road. Background The proposed site is currently occupied by a church building with two surface parking lots adjacent to the building. The proposed development will include a 71,934 square foot school building on a 35,358 square foot building footprint with two site accesses on 4th Street and one on University Service Road. The northern access on 4th Street will be enter only and the southern access will be exit only. A total of 67 parking stalls 280 Spack Consulting 2 Prodeo Academy Transportation Management Plan are planned for the site, including three ADA compliant stalls. Based on information provided by Prodeo Academy, the expected number of students and faculty for the new development at full capacity are: • Students: 910 students (90% are expected to utilize bus transportation, 9% are expected to be picked up/dropped off, and 1% are expected to walk to and from the school). • 90 faculty members (90% are expected to drive to/from the site). Forecast Traffic and Parking Generation Trip and parking generation forecasts were calculated for the proposed Charter School based on the uses detailed above. The calculated values are: • 240 vehicles in and 240 vehicles out per weekday. • 155 vehicles in and 75 vehicles out per weekday a.m. peak hour (accounting for approximately 80 staff vehicles entering, 15 buses dropping off and 60 parent drop-off vehicles). • 75 vehicles in and 155 vehicles out per weekday p.m. peak hour (accounting for approximately 80 staff vehicles exiting, 15 buses picking up and 60 parent pick-up vehicles). • A peak parking demand of approximately 90 vehicles expected to occur on a typical weekday morning accommodated in the on-site surface lot. This accounts for the approximately 80 staff vehicles plus 10 visitor vehicles. Table 1 presents the trip generation for both the current and former land use plans for the site. Trip generation for the existing use is based on the methods and rates from the Institute of Transportation Engineers (ITE) Trip Generation Manual, 10th Edition. Table 1 – Raw Trip Generation Comparison Scenario Description (source) Daily Trips AM Peak Hour PM Peak Hour Entering Exiting Entering Exiting Entering Exiting Current Land Use Church – 17 KSF (ITE-560) 59 59 3 2 4 5 Proposed Land Use Charter School – 32.8 KSF (School Provided) 240 240 155 75 75 155 Change in Site Trips 181 181 152 73 71 150 As shown in Table 1, with the change of land use, weekday increases of 362 new daily trips, 225 new trips in the a.m. peak hour, and 211 new trips in the p.m. peak hour are expected. As mentioned previously, a peak parking demand of approximately 90 vehicles is expected to occur on a typical weekday morning. Based on the attached site plan, 67 parking stalls are proposed to be included on- site. With the presumed parking deficit, approximately 23 staff and visitors will be required to find parking off-site. Approximately 16 vehicles will be able to park on the west side of 4 th Street adjacent to the school building. No vehicles should park along 42nd Avenue adjacent to the site as that road is only about 20 feet wide. No parking is allowed on University Service Road. Therefore, the remaining seven or so vehicles wishing to park off-street will need to do so either on the east side of 4th Street in front of the site or elsewhere further along 4th Street or 42nd Avenue where there is available on-street parking. Student Unloading – AM Operations The proposed parking lot along the west side of the building will serve as the student loading/unloading zone. Vehicles unloading students in the morning will enter the lot on University Service Road, circulate 281 Spack Consulting 3 Prodeo Academy Transportation Management Plan through the site and exit onto 4th Street. One-way vehicle operations will be in effect for unloading vehicles during this period as all students will be dropped off curbside without needing to walk through any moving vehicles. The northern access on 4th Street will be temporarily closed during the morning drop-off period to ensure all vehicles are heading one-way through the lot. Within the site, the sidewalk on the eastern side of the drive aisle will provide direct access for students to get on and off the buses while being in a protected pedestrian zone. The school anticipates having 1 4 full sized school buses to accommodate the 910 students. It is anticipated approximately 30 parent vehicles will drop off children in the morning and pick them up in the afternoon. All drop-offs will occur curbside as vehicles arrive. That means buses and cars will be mixed in the drop-off lane. The site access on University Service Road will be temporarily blocked to only allow one entering lane of traffic. That will prohibit weaving of vehicles to and from the curb. Staff from the school will be present during the drop-off period to vehicles are safely travelling through the area and efficiently utilizing the curb space to limit queue lengths. Bus arrivals are anticipated to be spread throughout at 10 to 20 minute period with parent vehicles spread across a 30 minute period. Student Loading – PM Operations The attached site plan shows the configuration during the afternoon pick-up period. A crossing area will be marked on the pavement on the west side of the school. Buses will park around and adjacent to this marked crossing area. There will be two rows of buses and one row of parent vehicles, all moving one-way through the lot entering on University Service Road and exiting to 4th Street. Once all buses are in place they will turn off their engines and staff will direct students to load onto their buses. Staff members will be placed at the south and north ends of the bus queue to ensure no students walk beyond the edge of the buses. Parent vehicles will travel through the lot to the west of the buses. Loading for these vehicles will occur on the northern end of the western parking area as shown in the attached site plan. Approximately two vehicles will be able to load at one time. Staff will be present at this location to ensure safe and efficient student loading. To prevent parent vehicle queues from blocking bus entry to the site, a staff member will be located at the University Service Road site access directing traffic to enter the lot. This staff member will also ensure parents and buses utilize the correct lanes. Parent vehicles will likely need to travel down along University Service Road and turn around in the cul-de-sac to enter the site from the south. When buses then arrive, the northbound queue of parent vehicles will be stopped and buses can enter from the north on University Service Road. Once the buses are loaded with students, a staff member will stop the parent vehicle line and buses will depart. Once all buses are gone, parent pick-up will resume. No student loading will occur when buses are moving and all students going into passenger vehicles will be loaded curbside. All vehicles loading or unloading curbside will be doing so efficiently without any parents leaving their vehicles to see students into/out of the school. Several of the visitor parking spaces in the northeastern lot can be dedicated and signed for drop-off/pick-up only spaces during those times for parents of small children who wish to walk their child into/out of the school. Vehicles will be unable to enter or exit spaces in the western parking area during the student loading period. To keep operations orderly around the site, expectations will need to be set for parents that all pick-ups will need to occur in the designated pick-up area on school property. Circulation plans should be detailed on the school website and in a separate school communication to make sure everyone is following these procedures and not conducting pick-ups at other locations around the site. 282 Spack Consulting 4 Prodeo Academy Transportation Management Plan Traffic Control School staff will be placed on the west side of the school to guide students in and out of buses and parent vehicles to facilitate smooth and efficient operations during the loading/unloading process. Stop signs should be placed at the site exit points. Impacts to Surrounding Roads Traffic from the Charter School is expected to largely be oriented to and from University Service Road and 4th Street. The 4th Street/42nd Avenue intersection adjacent to the school is all-way stop controlled, while the University Service Road/42nd Avenue intersection is under side street stop control. Dedicated turn lanes into the site are not proposed to be provided. Two blocks north of the site, University Service Road intersects with 44th Avenue. That intersection is spaced only about 25 feet east of the signalized University Avenue/44th Avenue intersection. Because of the challenge of turning off University Service Road and onto University Avenue at this location, it is recommended that all bus traffic exiting the school and heading to that intersection use 4th Street to get to 44th Avenue rather than using University Service Road. Buses headed to/from the south on University Avenue will likely access 4th Street south of the site via 40th Avenue. Bus traffic is anticipated to be split between the north and the south so no one neighborhood will experience all bus traffic from this school. A site visit was conducted during the a.m. peak hour to see if there were significant queuing issues adjacent to the site. Although a full capacity analysis was not done of the adjacent intersections, queuing was observed to be minimal along the roads adjacent to the site without backups to the site access points. The addition of the school’s traffic is not expected to trigger the need for the addition of turn lanes or the escalation of traffic control. Very low volumes were observed on University Service Road adjacent to the site during the site visit. South of the site, University Service Road serves several single-family homes, a home daycare and acts as a secondary access to a commercial building before ending in a cul-de-sac. Parent vehicles are anticipated to temporarily stack on northbound University Service Road while waiting to get into the school site during pick-up periods. Due to the low volumes/limited access points of this roadway, few conflicts are anticipated with that layout. Buses will travel southbound on University Service Road to enter the site and then circulate through the site to exit onto 4th Street. Turning radii for school buses entering and exiting the site were analyzed. From the auto-turn analysis, buses are able to sufficiently circulate through the site. Buses exiting the site onto 4th Street and heading north are able to make that turn, however if there are vehicles parked on the east side of 4th Street adjacent to the southern site access, buses will need to exit to the south rather than turning left to go north due to a lack of space. Appendix A. Site Plan 283 Transportation Management Plan Prodeo Academy A1 Spack Consulting Appendix A - Site Plan 284 285 286 287 288 289 290 291 292 293 Rehder & Associates, Inc. Civil Engineers, Planners & Land Surveyors 3440 Federal Drive, Suite 110 • Eagan, Minnesota 55122 • 651-452-5051 • Fax: 651-452-9797 • Email: info@rehder.com STORM WATER MANAGEMENT REPORT FOR PRODEO ACADEMY 8-7-19 I hereby certify that this plan, specification or report was prepared by me or under my direct supervision and that I am a duly licensed Professional Engineer under the laws of the State of Minnesota. Report Prepared By: Nicholas P. Adam, P.E. Registration Number: 43856 Report Reviewed By: Benton G. Ford, P.E. Registration Number: 24392 294 Rehder & Associates, Inc. Civil Engineers, Planners & Land Surveyors 3440 Federal Drive, Suite 110 • Eagan, Minnesota 55122 • 651-452-5051 • Fax: 651-452-9797 • Email: info@rehder.com STORM WATER NARRATIVE Prodeo Academy Columbia Heights, Minnesota Project Summary The proposed projecet is the redevelopment of the Oak Hill Baptist Church site at 4141 University Ave NE in Columbia, MN. The total site area is 3.02 acres. The plan is for the existing building and most of the associated site improvements to be removed for the construction of a new charter school. The redevelopment of the site results in a net decrease in impervious area of approximately 0.15 acres. Existing Conditions The existing site consists of an existing building, bituminous parking lots, and walks. Runoff from a majority of the site (2.72-acres) drains to the northwest and into University Ave Service Road where it eventually drains into the City’s storm sewer system. The remaining area (0.30- acres) drains to the east and northeast and into 4th Street where it eventually drains into the City’s storm sewer system at the corner of 4th Street and 42nd Avenue NE. There is currently no rate control, volume control or water quality being provided on the site. Proposed Conditions Per the City of Columbia Heights and the Mississippi WMO storm water management requirements, the proposed development must limit the runoff rates for the 2-, 10-, and 100-yr events to the existing conditions and allow no net increase in Total Suspended Solids (TSS) and Total Phosphorus (TP) compared to existing. In addition, volume control for the 1.1-inch event off of the new impervious surfaces must be provided. The proposed development will reduce the impervious area on the site from 1.95-acres in the existing conditions to 1.83-acres in the proposed conditions. Given the proposed reduction in impervious surface area, which is a low impact development technique, the proposed project will reduce the runoff rates and, therefore, there will be no net increase in TSS and TP without the need for a structural BMP. However, to meet the volume control requirement, a subsurface infiltration basin is being proposed to infiltrate the 1.1-inch event off of the proposed impervious areas. Pre-treatment for the subsurface basin will be provided by incorporating sumps in the structures prior to discharge into the subsurface basin. In addition, a StormTech (or approved equal) isolator row is being proposed to provide additional pre- treatment and ease of maintenance. 295 By:Date: 3440 Federal Drive, Suite 110 · Eagan, Minnesota 55122 Checked by:Date: 651-452-5051 · Fax: 651-452-9797 · Email: info@rehder.com Project No:Sheetof Subject: REQUIRED VOLUME: 1.83Acres =1.10X1.83ac =ac-ft 12in./ft =cu.ft. VOLUME PROVIDED: Rehder & Associates, Inc.WORKSHEET (SEE ATTACHED HYDROCAD WORKSHEET) 7307 VOLUME CONTROL SIZING CALCULATIONS Civil Engineers, Planners & Land Surveyors 0.168 Proposed Impervious Area = 296 MSE 24-hr 3 2-Year Rainfall=2.84"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Stage-Area-Storage for Pond 1P: SUBSURFACE INFILT. BASIN Elevation (feet) Surface (sq-ft) Storage (cubic-feet) 917.60 11,713 0 917.7011,713469 917.8011,713937 917.9011,7131,406 918.0011,7131,874 918.1011,7132,343 918.2011,7132,848 918.3011,7133,354 918.4011,7133,858 918.5011,7134,361 918.6011,7134,863 918.7011,7135,363 918.8011,7135,862 918.9011,7136,358 919.0011,7136,852 919.1011,7137,343 919.2011,7137,407 919.3011,7137,465 919.4011,7137,520 919.5011,7137,572 919.6011,7137,624 919.7011,7137,676 919.8011,7137,728 919.9011,7137,780 920.0011,7137,800 920.1011,7137,805 920.2011,7137,810 920.3011,7137,814 920.4011,7137,819 920.5011,7137,823 920.6011,7137,828 920.7011,7137,833 920.8011,7137,837 920.9011,7137,842 921.0011,7137,846 921.1011,7137,851 921.2011,7137,856 921.3011,7137,860 921.4011,7137,865 921.5011,7137,871 921.6011,7137,879 921.7011,7137,890 921.8011,7137,904 921.9011,7137,923 922.0011,7137,946 922.1011,7137,949 922.2011,7137,953 922.3011,7137,956 922.4011,7137,960 922.5011,7137,963 922.6011,7137,966 922.7011,7137,970 922.8011,7137,973 Elevation (feet) Surface (sq-ft) Storage (cubic-feet) 922.9011,713 7,976 923.0011,713 7,980 923.1011,713 7,983 923.2011,713 7,986 923.3011,713 7,990 923.4011,713 7,993 923.5011,713 7,996 923.6011,713 8,000 923.7011,713 8,003 923.8011,713 8,006 923.9011,713 8,010 924.0011,713 8,013 924.1011,713 8,016 924.2011,713 8,020 924.3011,713 8,022 924.4011,713 8,025 924.5011,713 8,028 924.6011,713 8,030 924.7011,713 8,032 924.8011,713 8,033 924.9011,713 8,035 925.0011,713 8,036 925.1011,713 8,037 925.2011,713 8,039 925.3011,713 8,040 925.4011,713 8,041 925.5011,713 8,042 297 STORM EVENTEXISTING RATE OFFSITE PROPOSED RATE OFFSITE CFS CFS 2-YR 5.2 1.3 10-YR 9.4 9.4 100-YR 19.2 19.2 STORM EVENTEXISTING RATE OFFSITE PROPOSED RATE OFFSITE CFS CFS 2-YR 0.7 0.0 10-YR 1.4 0.1 100-YR 2.9 0.2 RATE CONTROL SUMMARY RUNOFF TO THE NORTHWEST (UNIVERSITY AVE SERVICE ROAD) RUNOFF TO THE NORTHEAST (4TH STREET) 298 STORM EVENTEXISTING VOLUME OFFSITE PROPOSED VOLUMETE AC-FT AC-FT 2-YR 0.33 0.10 10-YR 0.61 0.37 100-YR 1.27 1.05 STORM EVENTEXISTING VOLUME OFFSITE PROPOSED VOLUMETE AC-FT AC-FT 2-YR 0.03 0.001 10-YR 0.06 0.002 100-YR 0.13 0.007 VOLUME CONTROL SUMMARY RUNOFF TO THE NORTHWEST (UNIVERSITY AVE SERVICE ROAD) RUNOFF TO THE NORTHEAST (4TH STREET) 299 1P SUBSURFACE INFILT. BASIN1R PROP. TO UNIVERSITY AVE 1S EX. TO UNIVERSITY AVE 2S EX. TO 4TH ST 3S DIRECT TO UNIVERSITY AVE 4S PROP. TO BASIN 5S PROP. TO 4TH ST Routing Diagram for 1989022_Prodeo Prepared by Rehder & Associates, Inc., Printed 8/5/2019 HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Subcat Reach Pond Link 300 MSE 24-hr 3 2-Year Rainfall=2.84"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Time span=0.00-72.00 hrs, dt=0.01 hrs, 7201 points Runoff by SCS TR-20 method, UH=SCS, Weighted-CN Reach routing by Stor-Ind+Trans method - Pond routing by Stor-Ind method Peak Elev=919.66' Storage=7,657 cf Inflow=5.13 cfs 0.328 afPond 1P: SUBSURFACE INFILT. BASIN Discarded=0.11 cfs 0.257 af Primary=1.16 cfs 0.071 af Secondary=0.00 cfs 0.000 af Outflow=1.27 cfs 0.328 af Inflow=1.23 cfs 0.095 afReach 1R: PROP. TO UNIVERSITY AVE Outflow=1.23 cfs 0.095 af Runoff Area=2.720 ac 65.44% Impervious Runoff Depth=1.45"Subcatchment 1S: EX. TO UNIVERSITY AVE Tc=15.0 min CN=85 Runoff=5.15 cfs 0.330 af Runoff Area=0.300 ac 56.67% Impervious Runoff Depth=1.25"Subcatchment 2S: EX. TO 4TH ST Tc=5.0 min CN=82 Runoff=0.74 cfs 0.031 af Runoff Area=0.530 ac 18.87% Impervious Runoff Depth=0.55"Subcatchment 3S: DIRECT TO UNIVERSITY Tc=4.0 min CN=68 Runoff=0.55 cfs 0.024 af Runoff Area=2.460 ac 70.33% Impervious Runoff Depth=1.60"Subcatchment 4S: PROP. TO BASIN Tc=15.0 min CN=87 Runoff=5.13 cfs 0.328 af Runoff Area=0.030 ac 0.00% Impervious Runoff Depth=0.31"Subcatchment 5S: PROP. TO 4TH ST Tc=3.0 min CN=61 Runoff=0.01 cfs 0.001 af 301 MSE 24-hr 3 2-Year Rainfall=2.84"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Summary for Pond 1P: SUBSURFACE INFILT. BASIN Inflow Area =2.460 ac,70.33% Impervious, Inflow Depth = 1.60" for 2-Year event Inflow=5.13 cfs @ 12.23 hrs, Volume=0.328 af Outflow=1.27 cfs @ 12.64 hrs, Volume=0.328 af, Atten= 75%, Lag= 24.6 min Discarded=0.11 cfs @ 11.55 hrs, Volume=0.257 af Primary=1.16 cfs @ 12.64 hrs, Volume=0.071 af Secondary=0.00 cfs @ 0.00 hrs, Volume=0.000 af Routing by Stor-Ind method, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs / 2 Peak Elev= 919.66' @ 12.64 hrs Surf.Area= 11,713 sf Storage= 7,657 cf Plug-Flow detention time= 557.0 min calculated for 0.328 af (100% of inflow) Center-of-Mass det. time= 557.1 min ( 1,366.5 - 809.4 ) VolumeInvertAvail.StorageStorage Description #1917.60'6,316 cf 43.50'W x 242.00'L x 1.50'H Prismatoid 15,791 cf Overall x 40.0% Voids #2918.10'93 cf 4.00'D x 7.40'H CB 1 -Impervious #3918.10'40 cf 4.00'D x 3.20'H CB 2 -Impervious #4A917.60'906 cf 4.83'W x 245.28'L x 2.33'H Field A 2,766 cf Overall - 501 cf Embedded = 2,265 cf x 40.0% Voids #5A918.10'501 cf ADS_StormTech SC-310 +Cap x 34 Inside #4 Effective Size= 28.9"W x 16.0"H => 2.07 sf x 7.12'L = 14.7 cf Overall Size= 34.0"W x 16.0"H x 7.56'L with 0.44' Overlap #6921.30'62 cf Custom Stage Data (Irregular) Listed below (Recalc) -Impervious #7918.10'123 cf 12.0" Round Pipe Storage -Impervious L= 157.0' S= 0.0376 '/' 8,042 cfTotal Available Storage Storage Group A created with Chamber Wizard ElevationSurf.AreaPerim.Inc.StoreCum.StoreWet.Area (feet)(sq-ft)(feet)(cubic-feet)(cubic-feet)(sq-ft) 921.30 610.0 0 0 6 922.00 22560.0 62 62 286 DeviceRouting InvertOutlet Devices #1Primary919.10'12.0" Round Culvert L= 41.0' RCP, square edge headwall, Ke= 0.500 Inlet / Outlet Invert= 919.10' / 909.00' S= 0.2463 '/' Cc= 0.900 n= 0.012, Flow Area= 0.79 sf #2Discarded917.60'0.400 in/hr Exfiltration over Surface area #3Secondary921.30'24.0" x 36.0" Horiz. Orifice/Grate C= 0.600 Limited to weir flow at low heads #4Device 3918.10'15.0" Vert. Orifice/Grate C= 0.600 302 MSE 24-hr 3 2-Year Rainfall=2.84"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Discarded OutFlow Max=0.11 cfs @ 11.55 hrs HW=917.68' (Free Discharge) 2=Exfiltration (Exfiltration Controls 0.11 cfs) Primary OutFlow Max=1.16 cfs @ 12.64 hrs HW=919.66' (Free Discharge) 1=Culvert (Inlet Controls 1.16 cfs @ 2.55 fps) Secondary OutFlow Max=0.00 cfs @ 0.00 hrs HW=917.60' (Free Discharge) 3=Orifice/Grate ( Controls 0.00 cfs) 4=Orifice/Grate ( Controls 0.00 cfs) Summary for Reach 1R: PROP. TO UNIVERSITY AVE Inflow Area =2.990 ac,61.20% Impervious, Inflow Depth = 0.38" for 2-Year event Inflow=1.23 cfs @ 12.64 hrs, Volume=0.095 af Outflow=1.23 cfs @ 12.64 hrs, Volume=0.095 af, Atten= 0%, Lag= 0.0 min Routing by Stor-Ind+Trans method, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs Summary for Subcatchment 1S: EX. TO UNIVERSITY AVE Runoff=5.15 cfs @ 12.23 hrs, Volume=0.330 af, Depth=1.45" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 2-Year Rainfall=2.84" Area (ac)CNDescription *1.78098IMPERVIOUS 0.94061>75% Grass cover, Good, HSG B 2.72085Weighted Average 0.94034.56% Pervious Area 1.78065.44% Impervious Area TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 15.0 Direct Entry, Summary for Subcatchment 2S: EX. TO 4TH ST Runoff=0.74 cfs @ 12.13 hrs, Volume=0.031 af, Depth=1.25" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 2-Year Rainfall=2.84" Area (ac)CNDescription *0.17098IMPERVIOUS 0.13061>75% Grass cover, Good, HSG B 0.30082Weighted Average 0.13043.33% Pervious Area 0.17056.67% Impervious Area 303 MSE 24-hr 3 2-Year Rainfall=2.84"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 5.0 Direct Entry, Summary for Subcatchment 3S: DIRECT TO UNIVERSITY AVE Runoff=0.55 cfs @ 12.12 hrs, Volume=0.024 af, Depth=0.55" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 2-Year Rainfall=2.84" Area (ac)CNDescription *0.10098IMPERVIOUS 0.43061>75% Grass cover, Good, HSG B 0.53068Weighted Average 0.43081.13% Pervious Area 0.10018.87% Impervious Area TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 4.0 Direct Entry, Summary for Subcatchment 4S: PROP. TO BASIN Runoff=5.13 cfs @ 12.23 hrs, Volume=0.328 af, Depth=1.60" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 2-Year Rainfall=2.84" Area (ac)CNDescription *1.73098IMPERVIOUS 0.73061>75% Grass cover, Good, HSG B 2.46087Weighted Average 0.73029.67% Pervious Area 1.73070.33% Impervious Area TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 15.0 Direct Entry, Summary for Subcatchment 5S: PROP. TO 4TH ST Runoff=0.01 cfs @ 12.12 hrs, Volume=0.001 af, Depth=0.31" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 2-Year Rainfall=2.84" 304 MSE 24-hr 3 2-Year Rainfall=2.84"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Area (ac)CNDescription *0.00098IMPERVIOUS 0.03061>75% Grass cover, Good, HSG B 0.03061Weighted Average 0.030100.00% Pervious Area TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 3.0 Direct Entry, 305 MSE 24-hr 3 10-Year Rainfall=4.25"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Time span=0.00-72.00 hrs, dt=0.01 hrs, 7201 points Runoff by SCS TR-20 method, UH=SCS, Weighted-CN Reach routing by Stor-Ind+Trans method - Pond routing by Stor-Ind method Peak Elev=921.66' Storage=7,885 cf Inflow=9.07 cfs 0.588 afPond 1P: SUBSURFACE INFILT. BASIN Discarded=0.11 cfs 0.282 af Primary=5.43 cfs 0.277 af Secondary=3.56 cfs 0.029 af Outflow=9.10 cfs 0.588 af Inflow=9.51 cfs 0.366 afReach 1R: PROP. TO UNIVERSITY AVE Outflow=9.51 cfs 0.366 af Runoff Area=2.720 ac 65.44% Impervious Runoff Depth=2.68"Subcatchment 1S: EX. TO UNIVERSITY AVE Tc=15.0 min CN=85 Runoff=9.44 cfs 0.608 af Runoff Area=0.300 ac 56.67% Impervious Runoff Depth=2.42"Subcatchment 2S: EX. TO 4TH ST Tc=5.0 min CN=82 Runoff=1.40 cfs 0.060 af Runoff Area=0.530 ac 18.87% Impervious Runoff Depth=1.37"Subcatchment 3S: DIRECT TO UNIVERSITY Tc=4.0 min CN=68 Runoff=1.48 cfs 0.060 af Runoff Area=2.460 ac 70.33% Impervious Runoff Depth=2.87"Subcatchment 4S: PROP. TO BASIN Tc=15.0 min CN=87 Runoff=9.07 cfs 0.588 af Runoff Area=0.030 ac 0.00% Impervious Runoff Depth=0.94"Subcatchment 5S: PROP. TO 4TH ST Tc=3.0 min CN=61 Runoff=0.06 cfs 0.002 af 306 MSE 24-hr 3 10-Year Rainfall=4.25"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Summary for Pond 1P: SUBSURFACE INFILT. BASIN Inflow Area =2.460 ac,70.33% Impervious, Inflow Depth = 2.87" for 10-Year event Inflow=9.07 cfs @ 12.23 hrs, Volume=0.588 af Outflow=9.10 cfs @ 12.24 hrs, Volume=0.588 af, Atten= 0%, Lag= 0.7 min Discarded=0.11 cfs @ 10.85 hrs, Volume=0.282 af Primary=5.43 cfs @ 12.24 hrs, Volume=0.277 af Secondary=3.56 cfs @ 12.24 hrs, Volume=0.029 af Routing by Stor-Ind method, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs / 2 Peak Elev= 921.66' @ 12.24 hrs Surf.Area= 11,713 sf Storage= 7,885 cf Plug-Flow detention time= 347.8 min calculated for 0.588 af (100% of inflow) Center-of-Mass det. time= 348.5 min ( 1,146.2 - 797.7 ) VolumeInvertAvail.StorageStorage Description #1917.60'6,316 cf 43.50'W x 242.00'L x 1.50'H Prismatoid 15,791 cf Overall x 40.0% Voids #2918.10'93 cf 4.00'D x 7.40'H CB 1 -Impervious #3918.10'40 cf 4.00'D x 3.20'H CB 2 -Impervious #4A917.60'906 cf 4.83'W x 245.28'L x 2.33'H Field A 2,766 cf Overall - 501 cf Embedded = 2,265 cf x 40.0% Voids #5A918.10'501 cf ADS_StormTech SC-310 +Cap x 34 Inside #4 Effective Size= 28.9"W x 16.0"H => 2.07 sf x 7.12'L = 14.7 cf Overall Size= 34.0"W x 16.0"H x 7.56'L with 0.44' Overlap #6921.30'62 cf Custom Stage Data (Irregular) Listed below (Recalc) -Impervious #7918.10'123 cf 12.0" Round Pipe Storage -Impervious L= 157.0' S= 0.0376 '/' 8,042 cfTotal Available Storage Storage Group A created with Chamber Wizard ElevationSurf.AreaPerim.Inc.StoreCum.StoreWet.Area (feet)(sq-ft)(feet)(cubic-feet)(cubic-feet)(sq-ft) 921.30 610.0 0 0 6 922.00 22560.0 62 62 286 DeviceRouting InvertOutlet Devices #1Primary919.10'12.0" Round Culvert L= 41.0' RCP, square edge headwall, Ke= 0.500 Inlet / Outlet Invert= 919.10' / 909.00' S= 0.2463 '/' Cc= 0.900 n= 0.012, Flow Area= 0.79 sf #2Discarded917.60'0.400 in/hr Exfiltration over Surface area #3Secondary921.30'24.0" x 36.0" Horiz. Orifice/Grate C= 0.600 Limited to weir flow at low heads #4Device 3918.10'15.0" Vert. Orifice/Grate C= 0.600 307 MSE 24-hr 3 10-Year Rainfall=4.25"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Discarded OutFlow Max=0.11 cfs @ 10.85 hrs HW=917.68' (Free Discharge) 2=Exfiltration (Exfiltration Controls 0.11 cfs) Primary OutFlow Max=5.43 cfs @ 12.24 hrs HW=921.66' (Free Discharge) 1=Culvert (Inlet Controls 5.43 cfs @ 6.92 fps) Secondary OutFlow Max=3.56 cfs @ 12.24 hrs HW=921.66' (Free Discharge) 3=Orifice/Grate (Passes 3.56 cfs of 7.15 cfs potential flow) 4=Orifice/Grate (Orifice Controls 3.56 cfs @ 2.90 fps) Summary for Reach 1R: PROP. TO UNIVERSITY AVE Inflow Area =2.990 ac,61.20% Impervious, Inflow Depth = 1.47" for 10-Year event Inflow=9.51 cfs @ 12.24 hrs, Volume=0.366 af Outflow=9.51 cfs @ 12.24 hrs, Volume=0.366 af, Atten= 0%, Lag= 0.0 min Routing by Stor-Ind+Trans method, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs Summary for Subcatchment 1S: EX. TO UNIVERSITY AVE Runoff=9.44 cfs @ 12.23 hrs, Volume=0.608 af, Depth=2.68" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 10-Year Rainfall=4.25" Area (ac)CNDescription *1.78098IMPERVIOUS 0.94061>75% Grass cover, Good, HSG B 2.72085Weighted Average 0.94034.56% Pervious Area 1.78065.44% Impervious Area TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 15.0 Direct Entry, Summary for Subcatchment 2S: EX. TO 4TH ST Runoff=1.40 cfs @ 12.12 hrs, Volume=0.060 af, Depth=2.42" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 10-Year Rainfall=4.25" Area (ac)CNDescription *0.17098IMPERVIOUS 0.13061>75% Grass cover, Good, HSG B 0.30082Weighted Average 0.13043.33% Pervious Area 0.17056.67% Impervious Area 308 MSE 24-hr 3 10-Year Rainfall=4.25"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 5.0 Direct Entry, Summary for Subcatchment 3S: DIRECT TO UNIVERSITY AVE Runoff=1.48 cfs @ 12.12 hrs, Volume=0.060 af, Depth=1.37" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 10-Year Rainfall=4.25" Area (ac)CNDescription *0.10098IMPERVIOUS 0.43061>75% Grass cover, Good, HSG B 0.53068Weighted Average 0.43081.13% Pervious Area 0.10018.87% Impervious Area TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 4.0 Direct Entry, Summary for Subcatchment 4S: PROP. TO BASIN Runoff=9.07 cfs @ 12.23 hrs, Volume=0.588 af, Depth=2.87" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 10-Year Rainfall=4.25" Area (ac)CNDescription *1.73098IMPERVIOUS 0.73061>75% Grass cover, Good, HSG B 2.46087Weighted Average 0.73029.67% Pervious Area 1.73070.33% Impervious Area TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 15.0 Direct Entry, Summary for Subcatchment 5S: PROP. TO 4TH ST Runoff=0.06 cfs @ 12.11 hrs, Volume=0.002 af, Depth=0.94" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 10-Year Rainfall=4.25" 309 MSE 24-hr 3 10-Year Rainfall=4.25"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Area (ac)CNDescription *0.00098IMPERVIOUS 0.03061>75% Grass cover, Good, HSG B 0.03061Weighted Average 0.030100.00% Pervious Area TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 3.0 Direct Entry, 310 MSE 24-hr 3 100-Year Rainfall=7.38"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Time span=0.00-72.00 hrs, dt=0.01 hrs, 7201 points Runoff by SCS TR-20 method, UH=SCS, Weighted-CN Reach routing by Stor-Ind+Trans method - Pond routing by Stor-Ind method Peak Elev=924.05' Storage=8,015 cf Inflow=17.92 cfs 1.199 afPond 1P: SUBSURFACE INFILT. BASIN Discarded=0.11 cfs 0.312 af Primary=7.98 cfs 0.647 af Secondary=9.81 cfs 0.239 af Outflow=17.90 cfs 1.199 af Inflow=19.21 cfs 1.051 afReach 1R: PROP. TO UNIVERSITY AVE Outflow=19.21 cfs 1.051 af Runoff Area=2.720 ac 65.44% Impervious Runoff Depth=5.62"Subcatchment 1S: EX. TO UNIVERSITY AVE Tc=15.0 min CN=85 Runoff=19.24 cfs 1.273 af Runoff Area=0.300 ac 56.67% Impervious Runoff Depth=5.27"Subcatchment 2S: EX. TO 4TH ST Tc=5.0 min CN=82 Runoff=2.94 cfs 0.132 af Runoff Area=0.530 ac 18.87% Impervious Runoff Depth=3.72"Subcatchment 3S: DIRECT TO UNIVERSITY Tc=4.0 min CN=68 Runoff=4.01 cfs 0.164 af Runoff Area=2.460 ac 70.33% Impervious Runoff Depth=5.85"Subcatchment 4S: PROP. TO BASIN Tc=15.0 min CN=87 Runoff=17.92 cfs 1.199 af Runoff Area=0.030 ac 0.00% Impervious Runoff Depth=2.98"Subcatchment 5S: PROP. TO 4TH ST Tc=3.0 min CN=61 Runoff=0.19 cfs 0.007 af 311 MSE 24-hr 3 100-Year Rainfall=7.38"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Summary for Pond 1P: SUBSURFACE INFILT. BASIN Inflow Area =2.460 ac,70.33% Impervious, Inflow Depth = 5.85" for 100-Year event Inflow=17.92 cfs @ 12.22 hrs, Volume=1.199 af Outflow=17.90 cfs @ 12.23 hrs, Volume=1.199 af, Atten= 0%, Lag= 0.3 min Discarded=0.11 cfs @ 9.14 hrs, Volume=0.312 af Primary=7.98 cfs @ 12.23 hrs, Volume=0.647 af Secondary=9.81 cfs @ 12.23 hrs, Volume=0.239 af Routing by Stor-Ind method, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs / 2 Peak Elev= 924.05' @ 12.23 hrs Surf.Area= 11,713 sf Storage= 8,015 cf Plug-Flow detention time= 188.8 min calculated for 1.199 af (100% of inflow) Center-of-Mass det. time= 188.7 min ( 972.4 - 783.6 ) VolumeInvertAvail.StorageStorage Description #1917.60'6,316 cf 43.50'W x 242.00'L x 1.50'H Prismatoid 15,791 cf Overall x 40.0% Voids #2918.10'93 cf 4.00'D x 7.40'H CB 1 -Impervious #3918.10'40 cf 4.00'D x 3.20'H CB 2 -Impervious #4A917.60'906 cf 4.83'W x 245.28'L x 2.33'H Field A 2,766 cf Overall - 501 cf Embedded = 2,265 cf x 40.0% Voids #5A918.10'501 cf ADS_StormTech SC-310 +Cap x 34 Inside #4 Effective Size= 28.9"W x 16.0"H => 2.07 sf x 7.12'L = 14.7 cf Overall Size= 34.0"W x 16.0"H x 7.56'L with 0.44' Overlap #6921.30'62 cf Custom Stage Data (Irregular) Listed below (Recalc) -Impervious #7918.10'123 cf 12.0" Round Pipe Storage -Impervious L= 157.0' S= 0.0376 '/' 8,042 cfTotal Available Storage Storage Group A created with Chamber Wizard ElevationSurf.AreaPerim.Inc.StoreCum.StoreWet.Area (feet)(sq-ft)(feet)(cubic-feet)(cubic-feet)(sq-ft) 921.30 610.0 0 0 6 922.00 22560.0 62 62 286 DeviceRouting InvertOutlet Devices #1Primary919.10'12.0" Round Culvert L= 41.0' RCP, square edge headwall, Ke= 0.500 Inlet / Outlet Invert= 919.10' / 909.00' S= 0.2463 '/' Cc= 0.900 n= 0.012, Flow Area= 0.79 sf #2Discarded917.60'0.400 in/hr Exfiltration over Surface area #3Secondary921.30'24.0" x 36.0" Horiz. Orifice/Grate C= 0.600 Limited to weir flow at low heads #4Device 3918.10'15.0" Vert. Orifice/Grate C= 0.600 312 MSE 24-hr 3 100-Year Rainfall=7.38"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Discarded OutFlow Max=0.11 cfs @ 9.14 hrs HW=917.68' (Free Discharge) 2=Exfiltration (Exfiltration Controls 0.11 cfs) Primary OutFlow Max=7.98 cfs @ 12.23 hrs HW=924.05' (Free Discharge) 1=Culvert (Inlet Controls 7.98 cfs @ 10.16 fps) Secondary OutFlow Max=9.80 cfs @ 12.23 hrs HW=924.05' (Free Discharge) 3=Orifice/Grate (Passes 9.80 cfs of 47.93 cfs potential flow) 4=Orifice/Grate (Orifice Controls 9.80 cfs @ 7.99 fps) Summary for Reach 1R: PROP. TO UNIVERSITY AVE Inflow Area =2.990 ac,61.20% Impervious, Inflow Depth = 4.22" for 100-Year event Inflow=19.21 cfs @ 12.22 hrs, Volume=1.051 af Outflow=19.21 cfs @ 12.22 hrs, Volume=1.051 af, Atten= 0%, Lag= 0.0 min Routing by Stor-Ind+Trans method, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs Summary for Subcatchment 1S: EX. TO UNIVERSITY AVE Runoff=19.24 cfs @ 12.22 hrs, Volume=1.273 af, Depth=5.62" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 100-Year Rainfall=7.38" Area (ac)CNDescription *1.78098IMPERVIOUS 0.94061>75% Grass cover, Good, HSG B 2.72085Weighted Average 0.94034.56% Pervious Area 1.78065.44% Impervious Area TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 15.0 Direct Entry, Summary for Subcatchment 2S: EX. TO 4TH ST Runoff=2.94 cfs @ 12.12 hrs, Volume=0.132 af, Depth=5.27" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 100-Year Rainfall=7.38" Area (ac)CNDescription *0.17098IMPERVIOUS 0.13061>75% Grass cover, Good, HSG B 0.30082Weighted Average 0.13043.33% Pervious Area 0.17056.67% Impervious Area 313 MSE 24-hr 3 100-Year Rainfall=7.38"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 5.0 Direct Entry, Summary for Subcatchment 3S: DIRECT TO UNIVERSITY AVE Runoff=4.01 cfs @ 12.12 hrs, Volume=0.164 af, Depth=3.72" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 100-Year Rainfall=7.38" Area (ac)CNDescription *0.10098IMPERVIOUS 0.43061>75% Grass cover, Good, HSG B 0.53068Weighted Average 0.43081.13% Pervious Area 0.10018.87% Impervious Area TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 4.0 Direct Entry, Summary for Subcatchment 4S: PROP. TO BASIN Runoff=17.92 cfs @ 12.22 hrs, Volume=1.199 af, Depth=5.85" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 100-Year Rainfall=7.38" Area (ac)CNDescription *1.73098IMPERVIOUS 0.73061>75% Grass cover, Good, HSG B 2.46087Weighted Average 0.73029.67% Pervious Area 1.73070.33% Impervious Area TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 15.0 Direct Entry, Summary for Subcatchment 5S: PROP. TO 4TH ST Runoff=0.19 cfs @ 12.11 hrs, Volume=0.007 af, Depth=2.98" Runoff by SCS TR-20 method, UH=SCS, Weighted-CN, Time Span= 0.00-72.00 hrs, dt= 0.01 hrs MSE 24-hr 3 100-Year Rainfall=7.38" 314 MSE 24-hr 3 100-Year Rainfall=7.38"1989022_Prodeo Printed 8/5/2019Prepared by Rehder & Associates, Inc. HydroCAD® 10.00-24 s/n 02629 © 2018 HydroCAD Software Solutions LLC Area (ac)CNDescription *0.00098IMPERVIOUS 0.03061>75% Grass cover, Good, HSG B 0.03061Weighted Average 0.030100.00% Pervious Area TcLengthSlopeVelocityCapacityDescription (min)(feet)(ft/ft)(ft/sec)(cfs) 3.0 Direct Entry, 315 31 6 31 7 Soil Map—Anoka County, Minnesota Natural Resources Conservation Service Web Soil Survey National Cooperative Soil Survey 7/17/2019 Page 1 of 3 49 8 7 7 7 0 49 8 7 7 9 0 49 8 7 8 1 0 49 8 7 8 3 0 49 8 7 8 5 0 49 8 7 8 7 0 49 8 7 8 9 0 49 8 7 9 1 0 49 8 7 9 3 0 49 8 7 7 7 0 49 8 7 7 9 0 49 8 7 8 1 0 49 8 7 8 3 0 49 8 7 8 5 0 49 8 7 8 7 0 49 8 7 8 9 0 49 8 7 9 1 0 49 8 7 9 3 0 479290 479310 479330 479350 479370 479390 479410 479290 479310 479330 479350 479370 479390 479410 45° 2' 40'' N 93 ° 1 5 ' 4 6 ' ' W 45° 2' 40'' N 93 ° 1 5 ' 4 0 ' ' W 45° 2' 34'' N 93 ° 1 5 ' 4 6 ' ' W 45° 2' 34'' N 93 ° 1 5 ' 4 0 ' ' W N Map projection: Web Mercator Corner coordinates: WGS84 Edge tics: UTM Zone 15N WGS84 0 40 80 160 240 Feet 01020 40 60 Meters Map Scale: 1:886 if printed on A portrait (8.5" x 11") sheet. Soil Map may not be valid at this scale. 318 Map Unit Legend Map Unit Symbol Map Unit Name Acres in AOI Percent of AOI UuB Urban land-Udorthents (cut and fill land) complex, 0 to 6 percent slopes 3.5 100.0% Totals for Area of Interest 3.5 100.0% Soil Map—Anoka County, Minnesota Natural Resources Conservation Service Web Soil Survey National Cooperative Soil Survey 7/17/2019 Page 3 of 3 319 Revenue Expense Governmental Funds General Fund 13,541,500 13,593,971 Planning & Inspections 457,585 457,685 Economic Development Authority Admin.245,100 239,200 Cable Television 201,000 228,700 Library 1,052,650 1,052,650 After School Programs 22,000 43,600 21st Century Arts 45,400 45,400 Downtown Parking 25,000 25,000 Capital Project Funds 2,166,790 3,140,475 Debt Service Funds 1,638,700 1,856,500 Proprietary Funds Capital Assets Debt Principal Water Fund 3,669,300 3,115,226 1,177,500 80,000 Sewer Fund 2,279,800 2,434,043 527,500 53,400 Refuse Fund 2,175,000 2,134,997 -- Storm Sewer Fund 669,600 685,232 -56,600 Liquor Fund 9,106,700 8,934,300 -255,000 Municipal Service Center 926,800 1,026,050 -- Information Systems 409,000 480,600 -- Use of Fund Balance 861,704 --- Total Including Interfund Transfers 39,493,629 39,493,629 1,705,000 445,000 Estimated General Fund Levy 10,963,000 Estimated Library Levy 1,002,850 Estimated EDA Fund Levy 245,100 Total 12,210,950 RESOLUTION 2019-67 ADOPTING A PROPOSED BUDGET FOR THE YEAR 2020, SETTING THE PROPOSED CITY LEVY, APPROVING THE HRA LEVY, APPROVING A TAX RATE INCREASE, AND ESTABLISHING A BUDGET HEARING DATE FOR PROPERTY TAXES PAYABLE IN 2020. Now, in accordance with all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: ORDER OF COUNCIL Section A. The budget for the City of Columbia Heights for the year 2020 is hereby approved and adopted with appropriations for each of the funds listed below: Section B. The following sums of money are levied for the current year, collectable in 2020 upon the taxable propertyin said City of Columbia Heights, for the following purposes: 321 City of Columbia Heights -Council Resolution 2019-67___Page 2 Section C. The City Council of the City of Columbia Heights hereby approves the Housing and Redevelopment Authority Tax Levy for the fiscal year 2019 in the amount of $ 250,100 BE IT FURTHER RESOLVED: That the public budget hearing is scheduled for December 9, 2019 at approximately 7:00 p.m. in the City Council Chambers. BE IT FURTHER RESOLVED: That the County Auditor is authorized to fix a property tax rate for taxes payable in the year 2020 that is higher than the tax rate calculated for the City for taxes levied in 2018 collectable in 2019. BE IT FURTHER RESOLVED: That the City has adequate fund balances and reserves to pay bond principal and interest payments on General Obligation Bond Series 2013A in the amount of $996 and that the County Auditor is authorized to cancel $996 of the related Bond Levy for taxes payable in 2020, leaving a balance of $0 to be levied for taxes payable 2020 for Series 2013A. BE IT FURTHER RESOLVED: That the City has adequate fund balances and reserves to pay bond principal and interest payments on General Obligation Bond Series 2015A in the amount of $240,000 and that the County Auditor is authorized to cancel $240,000 of the related Bond Levy for taxes payable in 2020, leaving a balance of $242,934 to be levied for taxes payable in 2020 for Series 2015A. BE IT FURTHER RESOLVED: That the City has adequate fund balances and reserves to pay bond principal and interest payments on General Obligation Bond Series 2017A in the amount of $335,234 and that the County Auditor is authorized to cancel $335,234 of the related Bond Levy for taxes payable in 2020, leaving a balance of $0 to be levied for taxes payable in 2020 for Series 2017A. BE IT FURTHER RESOLVED: That the City has adequate fund balances and reserves to pay bond principal and interest payments on General Obligation Bond Series 2017B in the amount of $271,000 and that the County Auditor is authorized to cancel $271,000 of the related Bond Levy for taxes payable in 2020, leaving a balance of $293,023 to be levied for taxes payable in 2020 for Series 2017B. BE IT FURTHER RESOLVED: That the City has adequate fund balances and reserves to pay bond principal and interest payments on General Obligation Bond Series 2018A in the amount of $23,063 and that the County Auditor is authorized to cancel $23,063 of the related Bond Levy for taxes payable 2020, leaving a balance of $197,043 to be levied for taxes payable in 2020 for Series 2018A. The Finance Director/Treasurer is hereby instructed to transmit a certified copy of this resolution to the County Auditor of Anoka County, Minnesota. Approved this 9th day of September, 2019. Offered By: Seconded By: Roll Call:Ayes: Nays: ________________________________________ Donna K. Schmitt, Mayor ________________________________________ Nicole Tingley, City Clerk/Council Secretary 322 City of Columbia Heights|Finance Department 590 40th Avenue NE, Columbia Heights, MN 55421 ▪ Ph: 763-706-3600 ▪ www.columbiaheightsmn.gov Certain Questions and Answers - 2019 and 2020 Fire Department and Property Inspections Budgets Q1:What significant change is shown on the next page, between the property inspections budget initially proposed by the city manager for 2019 and the property inspections budget adopted by the city council for 2019? A1:The city council increased the license and inspection fees for rental properties by $115,000. This increase primarily applied to larger apartment complexes, and it made these fees more comparable to what surrounding communities charge for this service. This also increased the non-tax revenues for property inspections to equal 80% of the cost of these inspections. Prior to this change, these non-tax revenues equaled only about half of the cost of these inspections. Q2:Between these two versions of the 2019 budget, were there any changes to the staffing or other expenses of either the fire department or property inspections? A2: No. As shown on the next page, the city council adopted the same 2019 expenses proposed by the city manager for both the fire department and property inspections. Q3:If the rental license fees increased by $115,000 and expenses stayed the same, why didn’t the city council reduce 2019 taxes by $115,000 from the amount initially proposed by the city manager? A3: When the 2019 budget was reviewed with the city council, the previous city manager noted that the city was in the midst of a staffing study for public safety, and therefore a request by the previous fire chief for additional staff not included in the 2019 budget should be deferred until the study was completed. Due to the contingent nature of this item however, the previous city manager also recommended not reducing the 2019 proposed property taxes for it. Q4:So when do the additional firefighters or inspectors come into the budget, in 2019 or 2020? A4: Additional annual revenue of $115,000 for this staffing began in the 2019 budget. Currently, the proposed additional staffing expenses begin in the 2020 budget. That is why page 4 of the City Manager’s 2020 Budget Message lists two additional firefighters among the new operating expenses proposed for 2020. This structure provides some flexibility for the new fire chief to implement a new staffing model in either 2019 or 2020. Q5:Will the $115,000 of additional annual funding that began in 2019 cover the full cost of these two new positions in 2020, or is part of the proposed 8.5% tax increase for 2020 required for this additional staffing? Q5: Two entry-level firefighters working 40-hour weeks have a combined annual personnel cost of $185,000. That does not include uniforms, equipment, training, or step-increases beyond the first year. So yes, part of the proposed 8.5% tax increase for 2020 is required for this additional staffing. 323 Property TOTAL Fire Inspections GENERAL FUND 101 101 101 Revenue 30999 Taxes 1,095,967 197,352 10,071,000 31999 Licenses & Permits 600 185,000 238,300 32999 Intergovernmental 148,235 9,226 930,300 33999 Charge for Services 82,000 10,000 599,500 34999 Fines & Forfeits 0 0 86,000 35999 Miscellaneous 9,794 1,764 104,500 36999 Sales and Related Charges 0 0 0 39199 Transfers & Non Rev Receipts 0 0 472,400 Total Revenue 1,336,596403,342 12,502,000 Expenses 0999 Personal Services 1,041,100 395,900 9,490,673 1999 Supplies 61,300 1,700 577,340 2999 Other Services & Charges 253,400 9,200 2,404,764 4999 Capital Outlay 0 0 7,000 6999 Contingencies & Transfers 0 0 198,700 Total Expenses 1,355,800 406,800 12,678,477 Change to Fund Balance (19,204)(3,458)(176,477) Property TOTAL Fire Inspections GENERAL FUND 101 101 101 Revenue 30999 Taxes 1,095,818 197,326 10,051,000 31999 Licenses & Permits 600 300,000 353,300 32999 Intergovernmental 148,330 9,243 930,300 33999 Charge for Services 82,000 10,000 599,500 34999 Fines & Forfeits 0 0 86,000 35999 Miscellaneous 9,812 1,767 104,500 36999 Sales and Related Charges 0 0 0 39199 Transfers & Non Rev Receipts 0 0 472,400 Total Revenue 1,336,560 518,336 12,597,000 Expenses 0999 Personal Services 1,041,100 395,900 9,490,673 1999 Supplies 61,300 1,700 577,340 2999 Other Services & Charges 253,400 9,200 2,384,764 4999 Capital Outlay 0 0 7,000 6999 Contingencies & Transfers 0 0 198,700 Total Expenses 1,355,800 406,800 12,658,477 Change to Fund Balance (19,240)111,536 (61,477) City of Columbia Heights, Minnesota CITY MANAGER-PROPOSED BUDGET 2019 CITY COUNCIL-ADOPTED BUDGET 2019 324 City of Columbia Heights - Council Letter Page 2 RECOMMENDATION: Staff recommends approval of Resolution 2019-68 as presented. RECOMMENDED MOTION(S): Motion: Move to waive the reading of Resolution 2019-68, there being ample copies available to the public. Motion: Move to approve Resolution 2019-68, a resolution authorizing the issuance of conduit revenue bonds for the benefit of Friends of Prodeo Inc. and Prodeo Academy; and authorizing the execution and delivery of conduit revenue bonds and related documents. ATTACHMENTS: • Resolution No. 2019-68 326 602193v3CL162-58 CITY OF COLUMBIA HEIGHTS, MINNESOTA RESOLUTION NO. 2019-68 AUTHORIZING THE ISSUANCE OF CONDUIT REVENUE BONDS FOR THE BENEFIT OF FRIENDS OF PRODEO INC. AND PRODEO ACADEMY; AND AUTHORIZING THE EXECUTION AND DELIVERY OF CONDUIT REVENUE BONDS AND RELATED DOCUMENTS WHEREAS, the City of Columbia Heights, Minnesota (the “City”) is a home rule city and political subdivision duly organized and existing under its Charter and the Constitution and laws of the State of Minnesota; and WHEREAS, pursuant to Minnesota Statutes, Sections 469.152 through 469.1655, as amended (the “Act”), the City is authorized to issue revenue bonds to finance, in whole or in part, the costs of the acquisition, construction, improvement, or extension of revenue producing enterprises, whether or not operated for profit; and WHEREAS, Friends of Prodeo Inc., a Minnesota nonprofit corporation (the “Company”), has requested that the City issue its revenue bonds, in one or more series, as taxable or tax-exempt obligations (the “Bonds”), in a principal amount not to exceed $24,000,000, and loan the proceeds thereof to the Company for the purposes of (i) financing the acquisition and demolition of an existing building and the construction and equipping of a new building containing approximately 75,000 square feet of space for use as a public charter school facility for grades kindergarten through eighth located at 4141 University Avenue Northeast, Columbia Heights, Minnesota 55421 (the “Project”); (ii) funding one or more reserve funds to secure the timely payment of the Bonds; (iii) paying a portion of the interest on the Bonds; and (iv) paying a portion of the costs of issuing the Bonds; and WHEREAS, the Project will be owned by the Company and leased to and operated by Prodeo Academy, a Minnesota nonprofit corporation and public charter school (the “School”), under the terms of a lease agreement (the “Lease Agreement”); and WHEREAS, the Company and the School have represented to the City that the School is, and that the Company submitted an application in February 2019 to be found to be, exempt from federal income taxation under Section 501(a) of the Internal Revenue Code of 1986, as amended (the “Code”), as a result of the application of Section 501(c)(3) of the Code; and WHEREAS, under Section 147(f) of the Code and regulations promulgated thereunder, prior to the issuance of the Bonds, the City Council must conduct a public hearing after one publication of notice in a newspaper circulating generally in the City at least seven (7) days before the hearing, and under Section 469.154, subdivision 4 of the Act, a public hearing must be held on the issuance of the Bonds and the proposed Project after one publication of notice in the official newspaper of the City and a newspaper circulating generally in the City at least fourteen (14) days before the hearing; and WHEREAS, a notice of public hearing (the “Public Notice”) was published on July 26, 2019, in The Life, the official newspaper of the City and a newspaper of general circulation in the City, at least fourteen (14) days before the regularly scheduled meeting of the City Council of the City held on Monday, August 12, 2019, with respect to the required public hearing under Section 147(f) of the Code and the Act; and 327 2 602193v3CL162-58 WHEREAS, on August 12, 2019, the City Council conducted a public hearing at which a reasonable opportunity was provided for interested individuals to express their views, both orally and in writing, on the following issues: (i) approval of the issuance of the Bonds pursuant to the requirements of Section 147(f) of the Code and the regulations promulgated thereunder; and (ii) approval of the Bonds and the Project pursuant to the requirements of the Act; and WHEREAS, pursuant to Section 469.154 of the Act, prior to the issuance of the Bonds by the City, the Commissioner of the Minnesota Department of Employment and Economic Development (“DEED”) must approve the costs of the Project to be funded by the Bonds on the basis of an application submitted by the City with all required attachments and exhibits (the “DEED Application”), and written approval from DEED was received on August 26, 2019; and WHEREAS, the Bonds are to be issued by the City pursuant to the Act and an Indenture of Trust (the “Indenture”) between the City and U.S. Bank National Association, a national banking association (the “Trustee”), and the City will loan the proceeds of the Bonds to the Company pursuant to a Loan Agreement (the “Loan Agreement”) between the City and the Company; and WHEREAS, the principal, premium (if any), and interest on the Bonds (i) shall be payable solely from the (a) the revenues derived from the Loan Agreement; (b) a pledge and assignment of all School revenues, including money due to the School from the State of Minnesota Lease Aid Payment Program (the “Program”); (c) an agreement to pay all money due to the School from the Program to a dedicated account subject to a monthly sweep to the trustee accounts for the benefit of the holders of the Bonds; (d) other revenues pledged to or otherwise received by the Company, except for those revenues necessary for ordinary operational expenses and required under Minnesota law; (e) a debt service reserve fund to be held by the Trustee for the benefit of the holders of the Bonds; (f) a first mortgage and security agreement granted by the Company with respect to the Project; (g) an assignment of the Lease Agreement; and (h) other security provided or arranged by the Company or the School; (ii) shall not constitute a debt of the City within the meaning of any constitutional or statutory limitation; (iii) shall not constitute nor give rise to a pecuniary liability of the City or a charge against its general credit or taxing powers; and (iv) shall not constitute a charge, lien, or encumbrance, legal or equitable, upon any property of the City other than the City’s interest in the Loan Agreement; and WHEREAS, the Loan Agreement requires the Company to make payments thereunder in amounts and at times sufficient to pay the principal of, premium (if any), and interest on the Bonds when due, and the loan repayments required to be made by the Company to the City under the terms of the Loan Agreement will be assigned by the City to the Trustee to secure the payment of the principal of, premium (if any), and interest on the Bonds; and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLUMBIA HEIGHTS, MINNESOTA, AS FOLLOWS: 1. For the purposes set forth above, there is hereby authorized the issuance, sale, and delivery of the Bonds, in one or more series, as taxable obligations or tax-exempt obligations (the “Tax-Exempt Bonds”), in the aggregate principal amount not to exceed $24,000,000. The Bonds shall bear interest, shall be numbered, shall be dated, shall mature, shall be subject to redemption prior to maturity, shall be in such forms, and shall have such other terms, details, and provisions as are prescribed in the Indenture, in substantially the form now on file with the City. 2. It is hereby found and determined that the Project furthers the purposes set forth in the Act, and therefore the Project constitutes a “project” within the meaning of Section 469.153, subdivision 2(b) of the Act. The City acknowledges, finds, determines, and declares that the issuance of 328 3 602193v3CL162-58 the Bonds are authorized by the Act and is consistent with the purposes of the Act and that the issuance of the Bonds and the other actions of the City under the Indenture, the Loan Agreement, and this resolution constitute a public purpose and are in the best interests of the City. In accordance with Section 469.154 of the Act, the actions of the City Manager and other City staff in submitting a DEED Application to DEED is hereby ratified and confirmed. The City Manager and other officers, employees, attorneys, and agents of the City are hereby authorized to provide DEED with any information needed for its review and approval of the Bonds and the Project, and the City Manager is authorized to initiate and assist in the preparation of such documents as may be deemed appropriate by Kennedy & Graven, Chartered, in its capacity as bond counsel to the City (“Bond Counsel”). 3. All of the provisions of the Bonds, when executed as authorized herein, shall be deemed to be a part of this resolution as fully and to the same extent as if incorporated verbatim herein and shall be in full force and effect from the date of execution and delivery thereof. The Bonds shall be substantially in the forms in the Indenture on file with the City, which are hereby approved, with such necessary and appropriate variations, omissions, and insertions (including changes to the principal amount of each series of Bonds, the principal amount of Bonds maturing on each maturity date, the stated maturity of each series, the determination of the interest rates on the Bonds, and changes to the terms of redemption of the Bonds) as the Mayor and the City Manager of the City (the “Mayor” and “City Manager,” respectively), in their discretion, shall determine. The execution of the Bonds with the manual or facsimile signatures of the Mayor and the City Manager and the delivery of the Bonds by the City shall be conclusive evidence of such determination. 4. The Bonds shall be special, limited obligations of the City payable solely from the revenues provided by the Company pursuant to the Loan Agreement, other funds pledged pursuant to the Indenture, and other security provided by the Company and the School and shall be issued in an aggregate principal amount not to exceed $24,000,000. The City Council of the City hereby authorizes and directs the Mayor and the City Manager to execute and deliver the Indenture to the Trustee, hereby authorizes and directs the execution of the Bonds in accordance with the terms of the Indenture, and hereby provides that the Indenture shall provide the terms and conditions, covenants, rights, obligations, duties, and agreements of the owners of the Bonds, the City and the Trustee as set forth therein. 5. All of the provisions of the Indenture, when executed as authorized herein, shall be deemed to be a part of this resolution as fully and to the same extent as if incorporated verbatim herein and shall be in full force and effect from the date of execution and delivery thereof. The Indenture shall be substantially in the form on file with the City, which is hereby approved, with such necessary and appropriate variations, omissions, and insertions as do not materially change the substance thereof, or as the Mayor and the City Manager, in their discretion, shall determine, and the execution thereof by the Mayor and the City Manager shall be conclusive evidence of such determination. 6. The Mayor and the City Manager are hereby authorized and directed to execute and deliver the Loan Agreement and are hereby authorized and directed to execute and deliver the Bond Purchase Agreement (the “Bond Purchase Agreement”) between the City, the Company, the School, and Piper Jaffray & Co., as underwriter of the Bonds (the “Underwriter”). All of the provisions of the Loan Agreement and the Bond Purchase Agreement, when executed and delivered as authorized herein, shall be deemed to be a part of this resolution as fully and to the same extent as if incorporated verbatim herein and shall be in full force and effect from the date of execution and delivery thereof. The Loan Agreement and the Bond Purchase Agreement shall be substantially in the forms on file with the City which are hereby approved, with such omissions and insertions as do not materially change the substance thereof, or as the Mayor and the City 329 4 602193v3CL162-58 Manager, in their discretion, shall determine, and the execution thereof by the Mayor and the City Manager shall be conclusive evidence of such determination. 7. The Bonds shall be conduit revenue obligations of the City the proceeds of which shall be disbursed pursuant to the Indenture and the Loan Agreement, and the principal, premium, if any, and interest on the Bonds shall be payable solely from the proceeds of the Bonds, the revenues derived from the Loan Agreement, and the other sources set forth in the Indenture. The Trustee is hereby authorized and directed to accept from the Company any additional instruments, documents, or other security provided by the Company or at its direction to secure the obligations of the Company under the Loan Agreement or to secure the Bonds, including a Mortgage, Security Agreement, and Assignment of Rents by the Company in favor of the Trustee, an Assignment of Lease by the Company in favor of the Trustee, and a Pledge and Covenant Agreement between the School and the Trustee. The proceeds of the Bonds will be disbursed pursuant to a Disbursing Agreement between the Company, the Trustee, and Land Title, Inc., as disbursing agent, and the Tax-Exempt Bonds will be subject to the provisions of a Tax Regulatory Agreement between the Company, the School, and the Trustee. 8. The Trustee is hereby appointed as Paying Agent and Bond Registrar for the Bonds. 9. The Mayor and the City Manager are hereby authorized to execute and deliver, on behalf of the City, such other documents as are necessary or appropriate in connection with the issuance, sale, and delivery of the Bonds, including one or more certificates of the City, an endorsement to the tax certificate of the Company and the School with respect to the Tax-Exempt Bonds, an Information Return for Tax-Exempt Private Activity Bond Issues, Form 8038 (Rev. September 2018) with respect to the Tax-Exempt Bonds, and all other documents and certificates as shall be necessary and appropriate in connection with the issuance, sale, and delivery of the Bonds. The City hereby approves the execution and delivery by the Trustee of the Indenture and all other instruments, certificates, and documents prepared in conjunction with the issuance of the Bonds that require execution by the Trustee. The City hereby authorizes Bond Counsel to prepare, execute, and deliver its approving legal opinion with respect to the Bonds. 10. The City has not participated in the preparation of the Preliminary Official Statement (the “Preliminary Official Statement”) or the Official Statement (the “Official Statement”) relating to the Bonds and has made no independent investigation with respect to the information contained therein (other than with respect to information provided under the captions “THE ISSUER” and “ABSENCE OF LITIGATION – The Issuer,” as it relates to the City), including the appendices thereto, and the City assumes no responsibility for the sufficiency, accuracy, or completeness of such information. Subject to the foregoing, the City hereby consents to the distribution and the use by the Underwriter in connection with the sale of the Bonds of the Preliminary Official Statement and the Official Statement. The Preliminary Official Statement and the Official Statement are the sole materials consented to by the City for use in connection with the offer and sale of the Bonds. 11. All covenants, stipulations, obligations, and agreements of the City contained herein and in the aforementioned documents shall be deemed to be the covenants, stipulations, obligations, and agreements of the City to the full extent authorized or permitted by law, and all such covenants, stipulations, obligations, and agreements shall be binding upon the City. Except as otherwise provided herein, all rights, powers, and privileges conferred and duties and liabilities imposed upon the City or the City Council by the provisions of this resolution or of the aforementioned documents shall be exercised or performed by the City or by such members of the City Council, or such officers, board, body or agency thereof as may be required or authorized by law to exercise such powers and to perform such duties. 330 5 602193v3CL162-58 No covenant, stipulation, obligation or agreement herein contained or contained in the aforementioned documents shall be deemed to be a covenant, stipulation, obligation or agreement of any member of the City Council of the City, or any officer, agent or employee of the City in that person’s individual capacity, and neither the City Council of the City nor any officer or employee executing the Bonds shall be liable personally on the Bonds or be subject to any personal liability or accountability by reason of the issuance thereof. No provision, covenant or agreement contained in the aforementioned documents, the Bonds or in any other document relating to the Bonds, and no obligation therein or herein imposed upon the City or the breach thereof, shall constitute or give rise to any pecuniary liability of the City or any charge upon its general credit or taxing powers. In making the agreements, provisions, covenants, and representations set forth in such documents, the City has not obligated itself to pay or remit any funds or revenues, other than funds and revenues derived from the Loan Agreement, which are to be applied to the payment of the Bonds, as provided therein and in the Indenture. 12. Except as herein otherwise expressly provided, nothing herein or in the aforementioned documents expressed or implied, is intended or shall be construed to confer upon any person or firm or corporation, other than the City or any holder of the Bonds issued under the provisions of this resolution, any right, remedy or claim, legal or equitable, under and by reason of this resolution or any provisions hereof, this resolution, the aforementioned documents and all of their provisions being intended to be and being for the sole and exclusive benefit of the City and any holder from time to time of the Bonds issued under the provisions of this resolution. 13. In case any one or more of the provisions of this resolution, other than the provisions contained in the first sentence of Section 4 hereof, or of the aforementioned documents, or of the Bonds issued hereunder shall for any reason be held to be illegal or invalid, such illegality or invalidity shall not affect any other provision of this resolution, or of the aforementioned documents, or of the Bonds, but this resolution, the aforementioned documents, and the Bonds shall be construed and endorsed as if such illegal or invalid provisions had not been contained therein. 14. The Bonds, when executed and delivered, shall contain a recital that they are issued pursuant to the Act, and such recital shall be conclusive evidence of the validity of the Bonds and the regularity of the issuance thereof, and that all acts, conditions, and things required by the laws of the State of Minnesota relating to the adoption of this resolution, to the issuance of the Bonds, and to the execution of the aforementioned documents to happen, exist and be performed precedent to the execution of the aforementioned documents have happened, exist and have been performed as so required by law. 15. The officers of the City, Bond Counsel, other attorneys, engineers, and other agents or employees of the City are hereby authorized to do all acts and things required of them by or in connection with this resolution, the aforementioned documents, and the Bonds for the full, punctual, and complete performance of all the terms, covenants, and agreements contained in the Bonds, the aforementioned documents and this resolution. In the event that for any reason the Mayor is unable to carry out the execution of any of the documents or other acts provided herein, any other member of the City Council of the City shall be authorized to act in his capacity and undertake such execution or acts on behalf of the City with full force and effect, which execution or acts shall be valid and binding on the City. If for any reason the City Manager is unable to execute and deliver the documents referred to in this resolution, such documents may be executed by a member of the City Council, with the same force and effect as if such documents were executed and delivered by the City Manager. 16. The City understands that the Company will pay directly to the City any and all costs paid or incurred by the City in connection with the transactions authorized herein, whether or not the 331 6 602193v3CL162-58 Bonds are issued. The City further understands that the Company will pay to the City its administrative fee for the issuance of conduit debt. 17. This resolution shall be in full force and effect from and after its passage. Approved by the City Council of the City of Columbia Heights, Minnesota this 9th day of September, 2019. Donna Schmitt, Mayor ATTEST: Nicole Tingley, City Clerk/Council Secretary 332